Formalities Clerk

Norton Rose Fulbright; Montreal (administrative region); Hybrid; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Hybrid work environment

Retirement savings plan

Benefit premiums paid by the firm

Telemedicine services

Wellness allowance

Job summary

Norton Rose Fulbright Canada is seeking a Formalities Clerk to provide administrative and procedural support for IP formalities. You will work closely with IP Formalities Senior Technicians, Specialists, Patent Agents and other team members to ensure timely and accurate client records and filings.

The role emphasizes attention to detail, ability to work under pressure, and strong client service. The firm offers a hybrid in-office arrangement in Montréal, competitive benefits, and opportunities

Qualifications

• Ability to work under pressure and meet deadlines.
• Excellent attention to details.
• Professional communication skills and strong client service orientation.
• Bilingual, written and verbal communication skills in both official languages
• Ability to understand instructions and elevate issues encountered.
• Highly effective team player maintaining an enthusiastic, positive and proactive approach.
• Previous experience in IP prosecution with knowledge of IP vocabulary (an asset).
• Broad knowledge of the Microsoft Office Suite, including advanced knowledge of Outlook and Word

Responsibilities

• Report official documents to clients following a comparison of internal records and information received from the Canadian Intellectual Property Office (CIPO), including but not limited to: Filing receipts; Certificates of registration of title documents; Patent certificates and letters patent; Industrial design registrations; Notices of allowance.
• Monitor and report projected patent issue dates for pharmaceutical matters.
• Review and reconcile discrepancies between internal records and CIPO data.
• Follow up with CIPO regarding expected documents that have not been received within prescribed timeframes, as directed by Specialists.
• Prepare and file prior art submissions and report filings to clients.
• Process final fee payment instructions and report filings to clients.
• Monitor and manage deadlines assigned to you, ensuring timely completion of all tasks.
• Maintain accurate records and update internal databases as required.
• Assist with other duties and projects as assigned.

Skills

Bilingual

Attention to detail

Professional communication

Team player

Deadline-driven

MS Office

Outlook

Word

Tools

Outlook

Word

Job description

4 days a week in office - Montréal office

The role

As a Formalities Clerk, you will provide high-quality administrative and procedural support in relation to intellectual property formalities by applying established processes, procedures, and guidelines. Working closely with IP Formalities Senior Technicians, Specialists, Patent Agents, and other members of the Intellectual Property team, you will contribute to the efficient delivery of client service through a proactive approach, strong attention to detail, and consistent adherence to deadlines.

In this role, you will develop your ability to identify potential issues, assess risks, and extend matters appropriately to ensure the accuracy and integrity of client records and filings.

Responsibilities

• Report official documents to clients following a comparison of internal records and information received from the Canadian Intellectual Property Office (CIPO), including but not limited to:
  • Filing receipts;
  • Certificates of registration of title documents;
  • Patent certificates and letters patent;
  • Industrial design registrations;
  • Notices of allowance.
• Monitor and report projected patent issue dates for pharmaceutical matters.
• Review and reconcile discrepancies between internal records and CIPO data.
• Follow up with CIPO regarding expected documents that have not been received within prescribed timeframes, as directed by Specialists.
• Prepare and file prior art submissions and report filings to clients.
• Process final fee payment instructions and report filings to clients.
• Monitor and manage deadlines assigned to you, ensuring timely completion of all tasks.
• Maintain accurate records and update internal databases as required.
• Assist with other duties and projects as assigned.

Qualities, Skills, Attributes

• Ability to work under pressure and meet deadlines.
• Excellent attention to details.
• Professional communication skills and strong client service orientation.
• Bilingual, written and verbal communication skills in both official languages
• Ability to understand instructions and elevate issues encountered.
• Highly effective team player maintaining an enthusiastic, positive and proactive approach.
• Previous experience in IP prosecution with knowledge of IP vocabulary (an asset).
• Broad knowledge of the Microsoft Office Suite, including advanced knowledge of Outlook and Word

Why Join Our Team

• Hybrid work environment
• Retirement savings plan with employer contribution
• Benefit premiums paid by the firm
• Telemedicine services
• Wellness matters: Flexible health and wellness allowance that covers much more than gym memberships!
• Training and development programs based on your interests and needs

Ready to join a proactive and modern firm that provides an exceptional career experience in an inclusive and collaborative environment? Come join us!

As part of a global legal practice, Norton Rose Fulbright Canada embrace a culture of excellence and client service, but always with a focus on flexibility, respect, diversity and openness. We strive to create an equitable, inclusive environment where everyone can bring their whole self to work and realize their career potential.

To find out more about how we integrate diversity, equity and inclusion in everything we do

If you require any reasonable adjustments during the recruiting process, please inform us in the recruitment application. We will contact you to further discuss your need.

Please note that applicants who receive an employment offer may be required during their employment with Norton Rose Fulbright to provide proof of vaccinations recommended from time to time by government or public health authorities. Norton Rose Fulbright has a duty to accommodate those who are unable to get vaccinated due to protected grounds. For applicants who require an accommodation, please contact us to discuss further.

Law around the world

nortonrosefulbright.com

Please note that this job posting is being advertised to fill an existing vacancy.