Formalities Clerk

Norton-Rose-Fulbright; Montreal (administrative region); Hybrid; CAD 42,000 - 52,000; Full time

Benefits offered by this job

Hybrid work environment

Telemedicine services

Wellness matters: flexible health and

Training and development programs

Job summary

Norton Rose Fulbright Canada is seeking a Formalities Clerk in Montréal to support IP formalities, ensuring accurate filings and adherence to deadlines. You will work closely with IP specialists and patent agents, processing filings such as certificates, notices, and registrations while maintaining client records.

The role requires meticulous attention to detail, bilingual communication, and the ability to manage multiple tasks in a team environment.

Qualifications

• Experience in IP prosecution is a plus.
• Strong attention to detail demonstrated in prior roles.
• Excellent written and verbal communication in English and French.

Responsibilities

• Provide administrative and procedural support related to IP formalities.
• Review and file documents with internal records and CIPO data.
• Monitor deadlines and escalate issues to ensure accurate client records.

Skills

Attention to detail

Bilingual

Communication skills

Team player

Deadline management

Tools

Microsoft Word

Outlook

Microsoft Office

Job description

4 days a week in office - Montréal officeThe roleAs 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 escalate matters appropriately to ensure the accuracy and integrity of client records and filings.ResponsibilitiesReport 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, attributesAbility 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 languagesAbility to understand instructions and escalate 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 WordWhy join our team:Hybrid work environmentRetirement savings plan with employer contributionBenefit premiums paid by the firmTelemedicine servicesWellness matters: Flexible health and wellness allowance that covers much more than gym memberships!Training and development programs based on your interests and needsReady 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 please click Diversity, equity and inclusion | Canada | Global law firm | Norton Rose Fulbright .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 worldnortonrosefulbright.comPlease note that this job posting is being advertised to fill an existing vacancy.