Formalities Administrator

IPH Limited; Kuala Lumpur; On-site; MYR 3,200 - 5,200; Full time

Benefits offered by this job

13th month bonus

Variable performance bonus

Global environment

Mentorship and training

Supportive, flexible and inclusive

Job summary

Spruson & Ferguson Asia is seeking an Administrator in Kuala Lumpur to support patent attorneys by preparing and editing official patent documents, docketing, and tracking deadlines. The role also involves preparing reminders, correspondence, and client invoices, plus filing via the Electronic Filing System.

Ideal candidates have 2–5 years' IP firm experience, strong organization, and excellent English; Mandarin/Cantonese is a plus.

Qualifications

• Preferably 2–5 years of work experience.
• Experience in an IP firm dealing with patents and trademarks would be advantageous but not essential.
• Strong time management and organizational skills.
• Good attention to detail and the ability to be flexible.
• As this role may work with our team in China/Hong Kong, fluency in English (written & spoken) and Mandarin/Cantonese is preferred.

Responsibilities

• Preparing and editing official documents for submission to patent offices.
• Docketing of official documents received from patent offices.
• Monitoring and tracking crucial deadlines and updating the internal tracking system.
• Preparing reminders, general correspondence and invoices for clients.
• Filing patent forms through the Electronic Filing System.
• General secretarial/administrative duties including preparing invoices and assisting patent attorneys.
• Monitoring incoming and outgoing emails.

Skills

Time management

Organizational skills

Attention to detail

Flexibility

English communication

Mandarin/Cantonese

IP firm exposure (advantage)

2–5 years experience

Job description

Business Unit: Spruson & Ferguson (Asia)

Posting Start Date: 16/10/2026

Posting End Date: 30/10/2026

IPH Company by location: Spruson & Ferguson (Asia)

Job Requisition ID: 744

Brand: Spruson & Ferguson Asia

The Opportunity

We are currently looking for anAdministratorto join the Spruson & Ferguson team with the main focus of the roles covering the following:

• Preparing and editing official documents for submission to patent offices
• Docketing of official documents received from patent offices
• Monitoring and tracking of crucial deadlines and updating the internal tracking system
• Preparing reminders, general correspondence and invoices for clients
• Filing of patent forms through Electronic Filing System
• General secretarial/administrative duties including preparing invoices and assisting the patent attorneys to manage their client files
• Monitoring incoming and outgoing emails

What You Bring

• Preferably 2 - 5 years’ work experience.
• Experience in an IP firm dealing with patents and trademarks would be advantageous but not essential.
• Good time management and good organizational skills
• Strong attention to detail and the ability to be flexible
• As this role may at times work closely with our team in China/Hong Kong the ability to communicate fluently in English (both written & spoken) and Mandarin/ Cantonese is preferred.

About Us

Spruson & Ferguson is one of the leading intellectual property (IP) service firms operating in the Asia-Pacific region. We have more than 130 years of experience providing a variety of services in the protection, commercialization, enforcement and management of IP from our offices in Bangkok, Beijing, Brisbane, Hong Kong, Jakarta, Kuala Lumpur, Manila, Melbourne, Singapore and Sydney. Our multidisciplinary team of about 500 people, includes some of the most highly regarded IP professionals in the Asia-Pacific region. The team services a diverse client base of Fortune Global 500 companies, SMEs, public sector research organisations, foreign associates and local clients.

Spruson & Ferguson is a subsidiary of IPH Limited, the first IP services group to list on the ASX.

About Our Benefits

• Competitive annual remuneration and benefits package inclusive of 13th month bonus and variable performance bonus.
• Global environment with exposure to a wide range of trademark matters across international markets.
• Comprehensive mentorship, training, and career development opportunities
• A supportive, flexible, and inclusive work environment.

Spruson & Ferguson companies are members of the IPH Ltd group, and Spruson & Ferguson Pty Ltd and Spruson & Ferguson Lawyers Pty Ltd are part of an ‘ownership group’ for the purposes of the Australian and New Zealand Code of Conduct for Trans-Tasman Patent and Trade Marks Attorneys 2018. For more information see ‘Ownership Group'.