Patent Administrator / Paralegal

Quality Oracle; Selangor; On-site; MYR 45,000 - 74,000; Full time

Job summary

Quality Oracle, a boutique IP and corporate services firm in Malaysia, seeks a Patent Administrator to support day-to-day patent and industrial design administration. You will coordinate filing, maintain records and monitor deadlines from filing through prosecution and maintenance.

The role involves liaising with clients, patent offices and agents, preparing routine correspondence and reports, and assisting with billing and document management.

Qualifications

• Diploma or Bachelor’s Degree in a related discipline.
• Prior experience in patent administration or professional services is advantageous.
• Excellent attention to detail and accuracy in legal/admin documents.

Responsibilities

• Prepare and submit patent and industrial design applications.
• Coordinate filing requirements and ensure documents are complete.
• Monitor deadlines for application, examination, grant, renewal and other actions.
• Maintain accurate and up-to-date case records and status information.
• Liaise with clients, IP offices, patent agents and foreign associates.
• Prepare routine correspondence, status updates and case-related reports.
• Follow up on instructions and actions to keep matters on time.
• Assist with billing, document management and other admin work.
• Identify missing information or potential issues and raise promptly.
• Assist with other patent and industrial design matters as required.

Skills

Organisational skills

Attention to detail

Communication skills

Proactive

Time management

Multitasking

Education

Diploma/Bachelor’s Degree in related discipline (Law/Business/Management/Science/Engineering)

Tools

Microsoft Office (Word, Excel, Outlook)

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

Key Responsibilities

• 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.