Operations Coordinator

Smart & Biggar LLP; Montreal; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading firm in intellectual property law seeks a bilingual IP Coordinator for their Foreign Docketing team. The role involves managing docketing systems, client correspondence, and administrative tasks. Ideal candidates will have 2-4 years of experience and be proficient in both French and English.

Benefits

Flexible benefits program

Personal days

Employee referral program

Qualifications

• 2-4 years of experience in a legal or professional services environment.
• Proficiency in French and English.

Responsibilities

• Enter due dates and reminders into docketing systems.
• Correspond with clients regarding invoicing and maintenance fees.
• Perform general administrative tasks including preparation of billings.

Skills

Communication

Attention to Detail

Organization

Tools

MS Office

Job description

Smart & Biggar has been at the forefront of intellectual property (IP) and technology law for over 100 years. We practice in every area of IP on behalf of an exceptional international clientele, and we are consistently ranked as Canada’s leading IP firm. We are committed to hiring people with different backgrounds and experience, who represent the best talent in their field.

We are part of the IPH Group, a network of member firms working throughout ten IP jurisdictions, with clients in more than 25 countries. IPH member firms employ a highly skilled multidisciplinary team of over 1,200 people in Australia, Canada, China, Hong Kong SAR, Indonesia, Malaysia, New Zealand, Philippines, Singapore and Thailand. IPH supports a diverse client base of Fortune Global 500 companies, multinationals, public sector research organizations, SMEs and professional services firms worldwide.

We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

The Opportunity .

We are currently looking for a bilingual IP Coordinator to join our Foreign Docketing team. In this role, you will work with the team responsible for entering information into our docketing and file management systems .

Responsibilities .

• Enter due dates, reminders and other pertinent information into the docketing and file management systems
• Correspond with clients and foreign associates regarding invoicing, reminders, and maintenance fee due dates
• Process incoming correspondence
• Review new records to ensure accuracy
• Monitor due dates and bring to the attention of appropriate team members
• Perform general administrative tasks including preparation of billings
• Other duties may be assigned or amended as required

Qualifications, competencies and experience .

• 2-4 years of experience in a legal or professional services environment. Previous experience in intellectual property would be an asset
• Proficiency in French and English
• Excellent interpersonal and communication skills, including the ability to deal directly with clients and all levels of staff
• Excellent attention to detail, highly organized, ability to handle multiple priorities in a fast-paced environment and proactive
• Highly proficient in MS Office and ability to learn new software and technology quickly

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Smart & Biggar offers a comprehensive total rewards package including:

• A competitive compensation structure based on transparency, clarity and fairness;
• A flexible benefits program;
• Personal days to help balance personal and professional commitments;
• Employee referral program.

Smart & Biggar is a proud member of the Law Firm Diversity and Inclusion Network (LFDIN), working to promote diversity and encourage a culture of inclusion in our Firm and the broader legal profession.

We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted.