IP Docket and Records Supervisor

SYCiP SECROU HERNANDEZ & GATMAITAN; Philippines; On-site; PHP 391,000 - 614,000; Full time

Job summary

SYCiP SECROU HERNANDEZ & GATMAITAN is seeking an experienced IP docketing supervisor in the Philippines to oversee docketing, records management, and client communications on intellectual property matters.

The role requires at least five years in related work and a background in a 4-year business program. The position involves supervising the IP Records Section and ensuring secure, accurate filing and compliance with policies.

Qualifications

• Graduate of any 4-year business course.
• With at least 5 years of related work experience.

Responsibilities

• Supervise docketing activities for the IP department, including NBMs and endorsements.
• Oversee IP Records Section operations: filing, indexing, storage, and retrieval of IP records.
• Docket official communications and filings with IPO and client communications on IP matters.
• Monitor and update records in IPWare: attorney changes, reference numbers, emails, and billing notes.
• Conduct trademark searches and monitor deadlines; generate reminders for the IP Department.
• Prepare status reports and billing memoranda for IP lawyers and staff.
• Perform other duties as assigned.

Education

4-year business course

5+ years related experience

Tools

IPWare

Job description

Responsibilities:

1. Supervise the overall docketing activities of the IP department:
   • Preparation of New Business Matters (NBM) and endorsement to handling lawyers and concerned units.
   • Docketing of official and filed documents (online and manual filings) from the Intellectual Property Office (IPO).
   • Monitoring and docketing of communications from clients on various IP matters.
2. Supervise the IP records section and its staff to ensure the efficient, accurate, and secure management of all IP-related documents and records.
   • Oversee the daily operations of the IP Records Section, ensuring proper filing, indexing, storage, and retrieval of IP records and documents.
   • Ensure the accuracy, completeness, and confidentiality of all IP records maintained by the office.
   • Monitor workflow and assign tasks to records personnel to ensure timely processing and accessibility of records.
   • Implement and maintain efficient records management systems, including both physical and electronic records.
   • Ensure proper archiving, retention, and disposal of records in accordance with applicable policies and regulations.
3. Prepare New Business Matters (NBMs) and endorse them to the appropriate handling lawyers and concerned units.
   • Docket official communications and filed documents (both online and manual filings) received from the Intellectual Property Office (IPO).
   • Monitor and docket communications from clients relating to various IP matters.
4. Monitor and update records in IPWare, including changes in clients' attorneys, reference numbers, email addresses, special billing instructions, invoicing details, and the status of applications, registrations, and deadlines.
5. Conduct trademark searches as required.
6. Post and monitor deadlines in IPWare, and generate daily, weekly, and monthly reminders for the IP Department.
7. Prepare status reports on trademark cases for IP lawyers, paralegals, and administrative assistants.
8. Prepare trademark billing memoranda and compile supporting documents for billing requests.
9. Perform other duties that may be assigned.

Requirements:

• Graduate of any 4-year business course
• With at least 5 years of related work experience