IP Administrator (12 Month Fixed Term Contract)

Uniting Holding; Leinster; Hybrid; EUR 28,000 - 36,000; Full time

Benefits offered by this job

Flexible hybrid model

Professional growth opportunities

Supportive team environment

Job summary

Uniting Holding seeks an IP Administrator to maintain IP records, manage deadlines, and handle administrative processes for patents, trademarks, designs, and domains. The role involves regular communication with clients, attorneys, IP offices, and overseas associates.

The ideal candidate is highly organised, proactive, and detail-focused. You will work in a flexible hybrid setup with Dublin-based collaboration and remote work options, developing specialist IP administration skills within a

Qualifications

• Minimum of one year of relevant administrative experience.
• Excellent written and verbal English communication skills.
• Exceptional attention to detail and a consistently high standard of work.
• Strong prioritisation and time-management skills to meet strict deadlines.
• Good working knowledge of Microsoft Word, Excel, and Office applications.
• Ability to work independently, take initiative, and own tasks.
• Strong teamwork skills to build positive professional relationships.
• Clear communication with clients, attorneys, and external associates.
• Flexible, proactive, and service-focused mindset.

Responsibilities

• Monitor critical deadlines and issue timely reminders or correspondence to clients.
• Review, prioritise, and process incoming correspondence efficiently.
• Identify urgent communications and escalated critical or overdue matters to managers or attorneys.
• Maintain confidentiality and data integrity for all client and case information.
• Process data and update records within the electronic case management system.
• Prepare quotations, fee estimates, and comprehensive portfolio reports.
• Arrange fee payments directly to National Intellectual Property offices.
• Prepare and issue accurate client invoices.
• Process documentation received from International Intellectual Property offices.

Skills

Attention to detail

Time management

Communication

MS Word

MS Excel

Tools

Microsoft Word

Microsoft Excel

Job description

Role overview

The Intellectual Property (IP) Administrator supports the team in maintaining accurate IP records, managing critical deadlines, and executing administrative processes for patents, trademarks, designs, and domain names. This role involves regular communication with clients, attorneys, Intellectual Property offices, and overseas associates. It requires a highly organised, proactive professional who works accurately at pace, manages competing priorities, and is eager to develop specialist knowledge of IP procedures.

Key Responsibilities:

Deadline & Case Management

• Monitor critical deadlines and issue timely reminders or correspondence to clients.
• Review, prioritise, and process incoming correspondence efficiently.
• Identify urgent communications and escalated critical or overdue matters to managers or attorneys.
• Maintain confidentiality and data integrity for all client and case information.

Financial & Data Administration

• Process data and update records within the electronic case management system.
• Prepare quotations, fee estimates, and comprehensive portfolio reports.
• Arrange fee payments directly to National Intellectual Property offices.
• Prepare and issue accurate client invoices.
• Process documentation received from International Intellectual Property offices.

Personal Specifications:

Essential Requirements

• Experience: Minimum of one year of relevant administrative experience.
• Communication: Excellent written and verbal English communication skills.
• Accuracy: Exceptional attention to detail and a consistently high standard of work.
• Organisation: Strong prioritisation and time-management skills to meet strict deadlines.
• Tech Skills: Good working knowledge of Microsoft Word, Excel, and Office applications.
• Core Traits: Ability to work independently, take initiative, and own tasks.
• Collaboration: Strong teamwork skills to build positive professional relationships.
• Confidence: Ability to communicate clearly with clients, attorneys, and external associates.
• Approach: A flexible, proactive, and service-focused mind-set.

Desirable Experience

• IP Knowledge: Familiarity with patents, trademarks, designs, domain names, or renewal procedures.
• Software: Experience using legal case-management systems or IP renewals databases.
• Sector Experience: Background in intellectual property, legal, or professional services administration.
• Data & Finance: Experience preparing reports, processing invoices, or managing portfolio data.

About the firm

Our European Patent Attorneys work at the intersection of technology, commerce, and law. Our expertise spans vital sectors including electronics, mechanical systems, medical devices, and healthcare.

We represent a diverse client base ranging from individual inventors and SMEs to academic institutions and international corporations.

• A friendly, supportive working environment with an open-door policy, direct access to supervision and training from colleagues at all professional levels.
• Flexible Hybrid Model:A balance of office-based collaboration in Dublin and remote work.
• Professional Growth:Clear opportunities to receive training and develop specialist IP administration skills.
• Collaborative Culture:A supportive team environment with a varied experience across technology, commerce, and intellectual property law.

Note: This job specification is not exhaustive. The post holder may be required to undertake other reasonable duties within the scope of the role. Some flexibility in working hours may be required. Management reserves the right to review and amend this specification as appropriate.