Formalities Administrator

IPH Limited; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

Spruson & Ferguson Asia is seeking an Administrator to join our team in Singapore. The role focuses on pre-examination checks, filing of examinations, client reporting, and invoicing, with opportunities to support varied IP-related administrative tasks.

The ideal candidate will have 2–5 years of administrative experience, strong time management, attention to detail, and flexibility. Experience in an IP firm handling patents or trademarks is advantageous but not essential.

Qualifications

• 2–5 years of administrative experience.
• Experience in an IP firm dealing with patents and trademarks would be advantageous but not essential.
• Good time management and organizational skills.
• Strong attention to detail and the ability to be flexible.

Responsibilities

• Conduct pre-examination checks of cited documents and ISR.
• Prepare and file examination requests, voluntary amendments, and PF45A (if any).
• Report exam filings to clients and issue bill.
• Manage payment of publication fees and report publication details, including Form 3 (India) and PF11B notifications.
• Update system once actions are completed.
• Monitor and manage the examination inbox and email communications to ensure timely handling of queries and updates.
• Monitor and check deadlines in Practice Management System on a daily basis.
• Perform other administrative duties as assigned.

Skills

Administrative experience

Time management

Attention to detail

Flexibility

IP experience

Tools

Practice Management System

Job description

Business Unit: Spruson & Ferguson (Asia)

Posting Start Date: 12/10/2026

Posting End Date: 31/12/2026

IPH Company by location: Spruson & Ferguson (Asia)

Job Requisition ID: 722

Brand: Spruson & Ferguson Asia

The Opportunity

About Your Role:

We are currently looking for an Administrator to join the Spruson & Ferguson team with the main focus of the role covering the following:

Job Responsibilities

• Conduct pre-examination checks of cited documents and ISR.
• Prepare and file examination requests, voluntary amendments, and PF45A (if any).
• Report exam filings to clients and issue bill.
• Manage payment of publication fees and report publication details, including Form 3 (India) and PF11B notifications.
• Update system once actions are completed.
• Monitor and manage the examination inbox and email communications to ensure timely handling of queries and updates.
• Monitor and check deadlines in Practice Management System on a daily basis.
• Perform other administrative duties as assigned.

Requirements

What You Bring:

• Preferably 2 - 5 years’ work experience in an administrative role.
• 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

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'.