IP Data & Records Administrator — Precision & Compliance

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

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.