Trade Mark/Designs Portfolio and Formalities Administrator

K&L Gates; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading international law firm in Greater London is seeking an experienced administrative support professional to assist trademark fee earners. This role encompasses a variety of tasks, including document preparation, managing case diaries, and communication with clients. The ideal candidate will possess strong administrative skills, proficiency in Microsoft Word and Outlook, and a keen attention to detail. Familiarity with trademark law is desirable, and the firm promotes a diverse and equal opportunity workplace.

Qualifications

• Proven experience in administrative roles.
• Experience in a deadline-driven legal environment preferred.
• Experience in database entries and maintenance is essential.
• Exceptional attention to detail and a high level of accuracy.

Responsibilities

• Assisting fee earners with deadlines and document preparation.
• Drafting correspondence and managing diaries.
• Monitoring mailboxes and updating online databases.
• Preparing cost estimates for clients.

Skills

Administrative experience

Proficiency in Microsoft Word and Outlook

Excellent communication skills

Attention to detail

Teamwork skills

Job description

The role will provide support to the trade mark fee earners in an administrative role which shall involve all aspects of the trade mark practice including assisting with trade mark database management and correspondence. The role will be reporting to Partners and Fee Earners.

Responsibilities

• Assisting fee earners with deadlines, document preparation, filing managing case diaries, and handling document/file organisation
• Drafting standard correspondence, answering phones, managing diaries, and booking travel/accommodation
• Monitoring mailboxes, using external client systems, and updating online databases
• Opening new files, invoicing/billing, file closing entering attorney expenses, and ordering couriers
• Extracting docketing records and portfolio reports, conducting web searches and citation reporting
• Assisting with assignment recordings, changes of name, mergers, reclassifications and changes of client/representative
• Preparing cost estimates for clients
• Monitoring WIP, preparing draft bills, dealing with accounts, billing and invoice enquiries
• Handling UKIPO/WIPO notifications
• Covering for absence of Trade Mark paralegal, including dealing with trade mark renewals and preparing and filing applications

Requirements

• Proven experience in administrative roles with proficiency in Microsoft Word and Outlook.
• Preferable experience as a records administrator in a deadline driven legal environment.
• Experience in database entries and maintenance is essential
• Excellent communication skills and a logical and organised approach
• Exceptional attention to detail and a high level of accuracy are essential.
• A pro‑active nature with the confidence and commercial awareness to be able to relate to clients at all levels (mainly internal) and be capable of working both independently and as part of team.
• Knowledge of trade mark law, formalities and practice is desirable.

K&L Gates encourages diversity and is an equal opportunities employer. We aim to ensure that no job applicant or employee will receive less favourable treatment on the grounds of sex, marital status, gender reassignment, race, colour, nationality, ethnic origin, disability, religion or belief, sexual orientation, pregnancy or childbirth or age. We aim to ensure that job applicants who are disabled, become disabled, or have had a disability receive no less favourable treatment than others on the grounds of their disability and we are supportive in making reasonable adjustments. We are committed to the promotion of equality and the elimination of unlawful discrimination and harassment. We will monitor and review the impact of policies and procedures and actively work to ensure that all members of K&L Gates are aware of their responsibilities under the Equality Act 2010.