Intellectual Property Administrator

Kilburn & Strode; Greater London; On-site; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Training and development

Job summary

Kilburn & Strode LLP is seeking an IP Administrator (Trade Mark) to support the Trade Mark IP Support team. The role involves docketing deadlines, filing receipts, and processing documents from Trade Mark Offices worldwide using Equinox and related systems.

The post holder will work with the Team Leader to ensure accurate and timely trade mark administration, handling onboarding of new cases, renewal tasks, and correspondence. Strong attention to detail and initiative are essential.

Qualifications

• Strong literacy skills with excellent attention to detail.
• Able to work on own initiative, managing workload and meeting deadlines efficiently.
• Strong communication skills, with confidence to liaise with fee earners, clients, and other members of the firm.
• Adaptable and flexible approach to work and colleagues.
• Willingness to learn, share knowledge, and work as part of a team.
• Ability to manage standard trade mark administration work independently and prioritise completing deadlines.

Responsibilities

• Docket documents and deadlines within Equinox accurately and in a timely manner.
• Download documents from the EUIPO mailbox and process accordingly.
• Support onboarding of new cases into Equinox and ensure accurate case creation and data capture.
• Complete Change of Representation forms as required.
• Complete routine data integrity checks within Equinox to maintain accuracy of records.

Skills

Attention to detail

Initiative

Communication skills

Adaptable

Teamwork

Deadline management

Job description

The IP Administrator (Trade Mark) independently supports the Trade Mark IP Support team in new job creation, docketing of deadlines and filing receipts, processing documents from Trade Mark Offices around the world and foreign agents. The post holder is expected to manage standard trade mark docketing and administrative matters with minimal supervision. Working alongside the Team Leader and other team members, this role ensures the accurate and timely handling of trade mark administration processes within Equinox and related systems.

Key Responsibilities

Docketing and Case Management

• Docket documents and deadlines within Equinox accurately and in a timely manner.
• Download documents from the EUIPO mailbox and process accordingly.
• Support onboarding of new cases into Equinox and ensure accurate case creation and data capture.
• Complete Change of Representation forms as required.
• Complete routine data integrity checks within Equinox to maintain accuracy of records.
• Monitor own and group tasks within Equinox, ensuring deadlines are met.
• Identify discrepancies, procedural issues, or deadline risks and escalation where appropriate.
• Take responsibility for maintaining accurate docketing records and workflow updates within Equinox.
• Using own initiative when handling project work and providing detailed status updates leading up to and at the point of completion.
• Processing and reporting of Foreign, GB and EU publication notices and adding and approving of the time recordal charge.
• Processing and reporting of Registration certificates.
• Assisting with renewal tasks, renewal reminders, renewal certificates and notices of expiry.

Daily Operations

• Monitor incoming emails daily and action as appropriate.
• Send daily deadline notifications to Fee Earners and Trade Mark Administrators.
• Manage and prioritise allocated tasks to ensure deadlines and service standards are met.
• Support the day-to-day running of docketing work and processes.
• Assist with the day-to-day running of the Name Admin mailbox.

Correspondence and Liaison

• Forward EUIPO correspondence to other Docketing teams as required.
• Forward renewal correspondence to the Renewals team as required.
• Assist with renewal tasks and correspondence when required.

Essential Skills and Experience

• Strong literacy skills with excellent attention to detail.
• Ability to work on own initiative, managing workload and meeting deadlines efficiently.
• Strong communication skills, with confidence to liaise with fee earners, clients, and other members of the firm.
• Adaptable and flexible approach to work and colleagues.
• Willingness to learn, share knowledge, and work as part of a team.
• Ability to manage standard trade mark administration work independently and prioritise completing deadlines.

Desirable Skills and Experience

• Good knowledge and understanding of Registry correspondence.
• Previous experience working in an IP or legal environment.
• Familiarity with Equinox or similar case management systems.

Team Working

The post holder is expected to develop positive working relationships with colleagues and be prepared to help whenever necessary. They should be willing to adapt to change and be proactive in offering suggestions and solutions to problems or queries.

Our Values

At Kilburn & Strode LLP, we expect all team members to embody our core values:

• Be Curious – take an active interest in learning and developing your skills and knowledge.
• Think Commercially – understand the wider business context of your work and contribute to the firm’s success.
• Act Collaboratively – work effectively with colleagues across teams to achieve shared goals.
• Take Ownership – be accountable for your work and take responsibility for delivering to a high standard.
• Make a Positive Impact – contribute to a supportive, inclusive working environment.

Training and Development

Appropriate training will be provided where necessary to support the post holder in fulfilling their responsibilities.