IP Assistant

Phillips Ormonde Fitzpatrick; Melbourne, Sydney, Adelaide, City of Brisbane, Hobart; Hybrid; AUD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a proactive and detail-oriented IP Assistant to join their dynamic team. In this role, you will provide essential administrative support to Patent Attorneys, ensuring a smooth workflow and exceptional client service. Your responsibilities will include managing documentation, coordinating invoicing, and maintaining organized electronic files. This innovative firm values its employees and fosters a collaborative environment, offering flexible working arrangements and a commitment to diversity and inclusion. If you are looking for a rewarding career in a supportive workplace, this opportunity is perfect for you.

Benefits

Gender-neutral paid parental carers leave

Salary continuance

Generous leave provisions

Flexible working arrangements

Health and wellbeing programs

Reward and recognition program with bonuses

Qualifications

• Experienced administrator with a detail-oriented mindset and strong organisation skills.
• Technical proficiency in IT applications and MS Office is essential.

Responsibilities

• Provide high-quality administrative support to Patent Attorneys.
• Create and manage workflows through the document management system.

Skills

Organisation Skills

Communication Skills

Technical Proficiency with IT Applications

Multi-tasking

Adaptability

Education

Experience in Intellectual Property

Tools

MS Office

Document Management System

Job description

We are seeking a highly organised, proactive, and detail-oriented IP Assistant to join our Electronics, Physics and IT (EPIT) practice team at Phillips Ormonde Fitzpatrick (POF). We work with hi-tech clients to protect a wide range of inventions from swarming drones to semiconductors and AI machines to eye implants – and so much more!

In this role, you will provide high-quality administrative support to Patent Attorneys to help manage their practice and deliver an exceptional client experience.

Working alongside four other IP Assistants in the national EPIT team, your key responsibilities in this fast-paced and interesting role will include, but are not limited to:

• Creating, prioritising and completing workflows through our document management system,
• Preparing and reviewing correspondence with clients and patent examiners, preparing patent documents,
• Maintaining well-organised electronic files,
• Coordination of invoicing and monthly billing processes,
• Ad-hoc administrative tasks and providing administrative support to other practice teams when required.

About you

You are an experienced administrator with a curious and adaptable mindset who is willing to learn and has a keen eye for detail. Additionally, you will possess:

• Exceptional organisation skills,
• Technical proficiency with various IT applications and MS Office,
• The ability to multi-task efficiently and collaborate across different practice teams,
• Excellent communication skills, both written and interpersonal,
• A positive attitude and desire to be a team player,
• Previous experience in Intellectual Property is highly regarded.

About us

Phillips Ormonde Fitzpatrick (POF) is a privately owned patent and trademark attorney firm with 100+ people across locations in Melbourne, Sydney, Adelaide, Brisbane and Hobart. Our main business is in the procurement and defence of intellectual property rights including patents, trademarks, and designs for our clients both domestically and internationally.

Our award-winning team operates at the forefront of innovation and technology, providing our people with opportunities to contribute to real and rewarding outcomes. Our client base is diverse and ranges from individual inventors through to leading multinational corporations.

We are committed to fostering a culture of engagement and collaboration, where our people feel supported and empowered in their roles. We offer learning and development customised for each level and role profile and opportunities for all staff to participate as thought leaders in our cultural pillar groups.

POF was officially recognised as an Inclusive Employer 2024-25 by the Diversity Council of Australia.

About our workplace

On a day-to-day basis, we work with innovative clients to protect their hi-tech inventions, products and brands locally and internationally.

POF prides itself on valuing its people and the diversity and innovative thinking our people bring to our business. Our culture is built on principles of inclusion, respect, and integrity. Our employees enjoy challenging work in a collegial team-based environment with a genuine work/life balance.

Apart from working in a supportive, inclusive, and welcoming environment, POF employees enjoy access to a range of benefits and initiatives including:

• Gender-neutral paid parental carers leave.
• Salary continuance.
• Generous leave provisions.
• Flexible and hybrid working arrangements.
• Health and wellbeing programs.
• Reward and recognition program including discretionary bonuses.

We encourage and welcome applications from people living with disability, Aboriginal and Torres Strait Islander peoples, LGBTQIA+ people, all genders, people from culturally and linguistically diverse backgrounds and mature age people.

Should you require any specific support or adjustments throughout the recruitment process and beyond, please let us know and we will be happy to accommodate.

How to Apply

Click here to apply with your resume and cover letter.

Please note that due to the anticipated volume of applicants, only shortlisted candidates will be contacted.

Agencies, please note: All vacancies are managed by our People Development team. Should external assistance be required we will reach out to our preferred Recruitment Agency providers.