IP/Data Administrator

Marks & Clerk; Hong Kong; On-site; HKD 180,000 - 300,000; Full time

Job summary

Marks & Clerk in Hong Kong is seeking an IP/Data Administrator to join our Records Management & Document Control division on a full-time basis in Pok Fu Lam. You will manage IP portfolios, maintain client records, and support secure data systems to ensure accurate, retrievable documentation.

The role emphasizes meticulous data governance, timely filing and renewals, and collaboration with cross-functional teams to uphold compliance and data security across IP assets.

Qualifications

• Experience in records management, document control, or data administration within a professional services or IP environment.
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• Attention to detail and accuracy in data entry and record-keeping.
• Proficiency in database management systems and Microsoft Office applications.
• Knowledge of IP concepts, including patents, trademarks, designs, and copyrights, or willingness to develop this knowledge.
• Strong written and verbal communication skills for professional client interaction.
• Understanding of data security and compliance such as GDPR or equivalent regulations.
• Problem-solving abilities and a proactive approach to data management issues.
• Experience with IP management software is desirable.
• A methodical approach and commitment to continuous improvement.

Responsibilities

• Maintaining and updating comprehensive IP portfolios and client records with accuracy and attention to detail.
• Managing document control systems, ensuring proper filing, indexing, and retrieval of IP-related documentation.
• Performing regular data audits to ensure database integrity and consistency across all records.
• Processing IP-related transactions and administrative tasks in a timely and efficient manner.
• Supporting the coordination of IP filings and renewals by maintaining accurate deadline calendars and documentation.
• Responding to data inquiries from clients and internal teams with accurate information and supporting documentation.
• Implementing and adhering to document control policies to maintain compliance standards.
• Collaborating with other departments to ensure seamless information flow and record synchronisation.
• Identifying opportunities to improve data management processes and recommend enhancements to existing systems.
• Maintaining confidentiality and security of sensitive IP and client data in line with regulatory requirements.

Skills

Records management

Document control

Data administration

MS Office

Database management

IP concepts

Data security

Communication

Problem-solving

Team collaboration

Tools

Database management systems

IP case management software

Job description

About us

Marks & Clerk is a leading intellectual property services firm with a distinguished reputation for excellence in IP management, filing, and administration. We serve a diverse portfolio of clients across multiple industries, delivering comprehensive IP solutions that protect and enhance their competitive advantage. Our commitment to innovation, precision, and client satisfaction makes us a trusted partner for businesses seeking to navigate the complex landscape of intellectual property rights and data management.

About the role

We are seeking an IP/Data Administrator to join our team on a full-time basis in Pok Fu Lam, Southern District. This is a pivotal position within our Records Management & Document Control division, playing a crucial role in maintaining the integrity and accessibility of our intellectual property databases and client documentation. As IP/Data Administrator, you will be responsible for managing complex IP portfolios, ensuring meticulous record-keeping, and supporting the seamless operation of our data management systems. This role is essential to ensuring that our clients' valuable IP assets are properly documented, organised, and readily retrievable, whilst maintaining the highest standards of data security and compliance.

What you'll be doing

• Maintaining and updating comprehensive IP portfolios and client records with accuracy and attention to detail
• Managing document control systems, ensuring proper filing, indexing, and retrieval of IP-related documentation
• Performing regular data audits to ensure database integrity and consistency across all records
• Processing IP-related transactions and administrative tasks in a timely and efficient manner
• Supporting the coordination of IP filings and renewals by maintaining accurate deadline calendars and documentation
• Responding to data inquiries from clients and internal teams, providing accurate information and supporting documentation
• Implementing and adhering to document control policies and procedures to maintain compliance standards
• Collaborating with other departments to ensure seamless information flow and record synchronisation
• Identifying opportunities to improve data management processes and recommend enhancements to existing systems
• Maintaining confidentiality and security of sensitive IP and client data in accordance with regulatory requirements

What we're looking for

• Proven experience in records management, document control, or data administration, preferably within a professional services or IP-related environment
• Strong organisational skills with the ability to manage multiple tasks and priorities simultaneously
• Excellent attention to detail and commitment to maintaining accuracy in data entry and record-keeping
• Proficiency in database management systems and Microsoft Office applications
• Knowledge of IP concepts, including patents, trademarks, designs, and copyrights, or a willingness to develop this knowledge
• Strong written and verbal communication skills with the ability to interact professionally with clients and colleagues
• Understanding of data security principles and compliance requirements such as GDPR or equivalent regulations
• Problem-solving abilities and a proactive approach to identifying and resolving data management issues
• Experience with case management or specialised IP administration software is highly desirable
• A methodical approach to work with a commitment to continuous improvement

What we offer

We are committed to creating a rewarding workplace where our employees can develop their careers and achieve their professional aspirations. We offer competitive remuneration, comprehensive benefits packages, and opportunities for continuous learning and development. Our supportive work environment encourages collaboration, innovation, and personal growth. We recognise the importance of work-life balance and offer flexible working arrangements where appropriate. Additionally, we provide access to professional development programmes, mentoring opportunities, and the chance to work with leading experts in the intellectual property industry. We are an equal opportunities employer and welcome applications from all qualified candidates.