Patent Administrator / Paralegal

Quality Oracle Sdn Bhd; Petaling Jaya; On-site; MYR 42,000 - 66,000; Full time

Job summary

Quality Oracle Sdn Bhd in Malaysia seeks a Patent Administrator to support day-to-day administration of patent and design matters. You will coordinate filing activities, maintain records, monitor deadlines, and ensure smooth progress from filing through prosecution and maintenance.

Responsibilities include preparing and submitting patent and industrial design documents, liaising with clients and offices, and assisting with billing and document management.

Qualifications

• Requires diploma or degree in a related field.
• Experience in patent administration or IP/legal admin is advantageous.
• Strong written and verbal communication, and client liaison skills.
• Ability to manage multiple cases and deadlines with accuracy.

Responsibilities

• Prepare and submit patent and industrial design applications and related documents.
• Coordinate filing requirements and ensure information and documents are complete.
• Monitor deadlines for applications, examinations, responses, grants, and renewals.
• Maintain accurate case records and status information.
• Liaise with clients, patent offices, and external associates on procedural matters.
• Prepare routine correspondence and case-related reports.

Skills

Strong organisational skills

Attention to detail

Time management

Excellent communication skills

Education

Diploma or Bachelor’s Degree in Law, Business Administration, Management, Science, Engineering, Technology or a related discipline

Tools

Microsoft Office

Job description

Quality Oracle is a boutique intellectual property and corporate services firm with over 33 years of experience supporting local and international clients. Our practice covers a broad range of intellectual property matters, including patents, trademarks, industrial designs, copyright, and related services across Malaysia and overseas jurisdictions.

We are seeking a Patent Administrator to join our team and play a key role in supporting the day-to-day administration of patent and industrial design matters. This position will be responsible for coordinating filing activities, maintaining accurate patent records, monitoring critical deadlines, and ensuring that each matter progresses smoothly from filing through prosecution and maintenance

• Prepare and submit patent and industrial design applications and related documents.
• Coordinate filing requirements and ensure the necessary information and documents are complete.
• Monitor application, examination, response, grant, renewal and other relevant deadlines.
• Maintain accurate and up-to-date case records, documents and status information.
• Liaise with clients, intellectual property offices, patent agents and foreign associates on procedural and administrative matters.
• Prepare routine correspondence, status updates and case-related reports.
• Follow up on outstanding instructions, documents and actions to ensure matters progress on time.
• Monitor and report examination reports, office actions, notices, acceptance, grant, renewal and other relevant deadlines.
• Support the Patent team in billing, document management and other related administrative work.
• Identify missing information, upcoming deadlines or potential issues and raise them promptly.
• Assist with other patent and industrial design matters as required.

Requirements

• Diploma or Bachelor’s Degree in Law, Business Administration, Management, Science, Engineering, Technology or a related discipline.
• Prior experience in patent administration, intellectual property, legal administration, professional services, or a similar environment will be an advantage.
• Strong organisational and time management abilities, with the capacity to manage multiple cases and deadlines simultaneously.
• Excellent attention to detail and a high level of accuracy when handling legal and administrative documentation.
• Comfortable working with structured processes, databases, and document management systems.
• Proficient in Microsoft Office, particularly Word, Excel, and Outlook.
• Good written and verbal communication skills with the ability to coordinate effectively with clients and external stakeholders.
• Proactive, responsible, and able to follow through on tasks without constant supervision.
• Maintains a positive and open-minded attitude, with a willingness to learn new subject matters, processes and systems, and to act on guidance and feedback.
• Strong interest in developing a long-term career within the patent and intellectual property services industry.

Quality Oracle has been protecting ideas and empowering businesses since 1993. We are a trusted Intellectual Property firm with expertise in trademarks, patents, copyrights, industrial designs, corporate advisory, and company secretarial services. With over 28 years of experience and a regional presence across ASEAN, we work with entrepreneurs, SMEs, and global brands to turn complex processes into clear solutions. Joining QO means growing your career with industry leaders, a collaborative team, and a vision to innovate professional services.

Quality Oracle has been protecting ideas and empowering businesses since 1993. We are a trusted Intellectual Property firm with expertise in trademarks, patents, copyrights, industrial designs, corporate advisory, and company secretarial services. With over 28 years of experience and a regional presence across ASEAN, we work with entrepreneurs, SMEs, and global brands to turn complex processes into clear solutions. Joining QO means growing your career with industry leaders, a collaborative team, and a vision to innovate professional services.