Administrative clerk (12 month contract)

ROBIC; Montreal (administrative region); Hybrid; CAD 40,000 - 50,000; Full time

Benefits offered by this job

Group insurance

Time banking: every second Friday off

3 remote days per week

On-site gym

Job summary

ROBIC seeks an Administrative Technician to join the Patent Department for a 12-month contract with potential extension or permanence. The role reports to the Formalities and Documentation Supervisor and collaborates with assistants, paralegals, specialists, and patent agents in a professional setting.

The ideal candidate has a DEP or college diploma in administration, at least one year of administrative experience, and strong French-English communication skills.

Qualifications

• DEP or college diploma in administration required.
• Minimum of one year of administrative experience is an asset.
• Strong written communication in French and English.
• Proficiency with Microsoft Office Suite requested.

Responsibilities

• Prepare and send official correspondence and documents to clients.
• Monitor deadlines and send reminders.
• Respond to client emails professionally and efficiently.
• Process official fees with the Canadian Intellectual Property Office (CIPO).
• Process file updates and assignments with CIPO.
• Conduct searches in CIPO databases as required.
• Respond to internal stakeholder requests.
• Provide general administrative support to the team.

Skills

French languages

English languages

Microsoft Office

Attention to detail

Organizational skills

Education

DEP or college diploma in administration

Job description

Are you detail-oriented, organized, and enjoy administrative work? Would you like to work in a professional and dynamic environment? We would love to meet you!

ROBIC is seeking an Administrative Technician to join our dynamic Patent Department team. Reporting to the Formalities and Documentation Supervisor, the successful candidate will work closely with a team of assistants, paralegals, specialists, documentation technicians, and patent agents who are recognized for their expertise and collaborative team spirit. This position represents a 12 month contract with possibility of extension or permanence.

Founded in 1892, ROBIC is an internationally renowned firm bringing together professionals with diverse expertise, including lawyers, scientists, and engineers specializing in intellectual property and business law. In 2023, ROBIC joined the IPH Limited group, an international network of intellectual property firms operating across ten jurisdictions and serving clients in more than 25 countries.

WHY JOIN THE ROBIC TEAM?

• To be part of a people-centered and dynamic team
• To enjoy a flexible 35-hour work week that supports work-life balance
• To have the option to work remotely up to 3 days per week
• To benefit from every second Friday off year-round through a time-banking program
• To access a wide range of employee benefits, including: group insurance, sick days, years of service recognition programs, peer recognition initiatives, vacation days available from your start date, telemedicine services for you and your family, an employee assistance program, OPUS discounts, an on-site gym, and more
• To be part of a team where your ideas and perspectives are valued
• To work in a bright, fully renovated office space, easily accessible by public transit, with free coffee available at all times
• To join an employer recognized among the “Best Workplaces in Professional Services” nationwide in 2024 and 2025, and certified as a “Great Place to Work” for the past three years.

Responsibilities

• Prepare and send official correspondence and documents to clients
• Monitor deadlines and send the necessary reminders
• Respond to client emails in a professional and efficient manner
• Process payments of official fees (examination requests, maintenance fees, final fees) with the Canadian Intellectual Property Office (CIPO)
• Process requests for assignments, changes of address, name changes, and other file updates with CIPO
• Conduct searches in CIPO databases, as required
• Respond to requests from internal stakeholders
• Contribute to general administrative support activities as needed by the team.

Requirements And Skills

• DEP or College diploma in administration (or an equivalent qualification)
• Minimum of one (1) year of experience in an administrative role (an asset)
• Strong written communication skills in both French and English
• Proficiency in Microsoft Office Suite
• Meticulous attention to detail and a high level of accuracy in handling files and documents
• Excellent organizational skills and the ability to manage multiple priorities simultaneously in a fast-paced environment
• Strong team spirit and the ability to collaborate effectively with a variety of stakeholders
• Initiative and autonomy in carrying out responsibilities
• Comfort with technology and the ability to quickly learn new software applications
• Client-focused mindset and commitment to providing reliable, responsive support tailored to the needs of both internal and external stakeholders
• Flexibility and adaptability in a constantly evolving environment.

We are looking for a standout candidate who will bring their administrative expertise to support ROBIC’s continued growth and evolution. We offer a comprehensive range of distinctive benefits, all within a warm and stimulating work environment.

In 2024, 2025 and 2026, ROBIC was recognized among the Best Workplaces in Professional Services in Canada, in addition to being proudly certified as a Great Place to Work for three consecutive years based on feedback from our team members. These recognitions reflect our genuine commitment to the well-being of our people. At ROBIC, we firmly believe that everyone plays an essential role in fostering a positive, caring, and inclusive workplace culture. We are dedicated to continuously evolving and implementing best practices to ensure our team members are simply happy.

Our firm is also a proud member of the LLD (Legal Leaders for Diversity and Inclusion) network. By being part of this network, we reaffirm our commitment to providing all team members with an inclusive work environment that values diversity, equity, and inclusion—where everyone feels welcomed and empowered to reach their full potential. We believe in and uphold the principle of employment equity, and we encourage all qualified candidates representing the diversity of our communities to apply.