Formalities Administrator

IPH Limited; Kuala Lumpur; On-site; MYR 33,000 - 56,000; Full time

Benefits offered by this job

Competitive package

Global exposure

Mentorship & training

Flexible environment

Job summary

Spruson & Ferguson Asia is seeking an Administrator to join our team in Kuala Lumpur. The role focuses on preparing and filing documents with patent offices, docketing, and supporting patent attorneys with client files.

You should have 2–5 years of relevant experience, strong time management and meticulous attention to detail. This is a full-time on-site position offering growth opportunities within IP services across Asia.

Qualifications

• 2–5 years of relevant experience.
• IP firm experience is a plus but not required.
• Strong time management and organizational skills.

Responsibilities

• Prepare and edit official documents for patent offices.
• Docketing of official documents from patent offices.
• Monitor deadlines and update internal tracking system.
• Prepare reminders, correspondence and invoices for clients.
• File patent forms via Electronic Filing System.
• Support patent attorneys to manage client files.
• Monitor incoming and outgoing emails.

Skills

Administrative support

Time management

Attention to detail

Job description

Business Unit: Spruson & Ferguson (Asia)

Posting Start Date: 03/09/2026

Posting End Date: 25/09/2026

IPH Company by location: Spruson & Ferguson (Asia)

Job Requisition ID: 697

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

Qualifications

• 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

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, commercialisation, enforcement and management of IP from our offices in Bangkok, Beijing, Brisbane, Hong Kong, Jakarta, Kuala Lumpur, 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.

What's In It For You

• Competitive package with variable performance bonus and other incentives that reward your contributions


• Global exposure across international markets


• Growth opportunities with comprehensive mentorship and training.


• Flexibility in a supportive, inclusive environment

Kindly note that only shortlisted candidates will be notified

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'.