Paralegal I

Adams Adams; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading intellectual property firm seeks a skilled administrator to handle patent-related tasks, manage diary and workflow responsibilities, and ensure compliance with internal and client requirements. The role involves managing client correspondence, preparing documents for the patent office, and maintaining accurate records in the IP system. Successful candidates will demonstrate initiative, exceptional client service, and the ability to manage multiple tasks efficiently. This position is based in Pretoria, South Africa.

Qualifications

• Ability to manage large volumes of correspondence accurately.
• Experience in client account management and compliance.
• Strong initiative and ability to anticipate needs.

Responsibilities

• Manage patent-related administrative tasks promptly and accurately.
• Handle client correspondence and respond to queries effectively.
• Maintain and update records in Patricia and CMS.

Skills

Accurate handling of patent-related tasks

Client correspondence management

Diary and workflow management

Document handling

Proactive practice efficiency

Tools

Patricia

CMS

Job description

Ensure accurate and timely handling of patent-related administrative tasks, maintain compliance with internal and client requirements, and provide exceptional client service while managing diary and workflow responsibilities.

CORE CRITIAL ROLE RESPONSIBILITIES

Practice Administration & Billing

• Assist with billing, enquiries, and credit / debit notes; follow up on outstanding accounts; manage urgent matters promptly and efficiently.
• Prepare and check bundles of documents for sending to the patent office for biding into letter patent.
• Check, docket and dispatch letters patent and design registration certificates to client.
• Prepare and check the electronic patent journal.
• Prepares and processes debit / credit notes; manages outstanding accounts effectively.

Diary & Workflow Management

• Handle own diary terms; follow up on outstanding WIP items; ensure timely completion of urgent tasks.

Client Correspondence & Liaison

• Respond to incoming client correspondence; manage enquiries; maintain professional communication.
• Respond to queries from the patent office.

IP System & Record Management

• Open client accounts on Patricia and CMS; update and maintain records; open cases in Patricia; check and monitor standing instructions.
• Opens and maintains client accounts in Patricia and CMS; ensures data integrity and compliance.

Document Handling

• Handle large volumes of general correspondence; ensure accuracy and compliance with firm standards.
• Handle large volumes of documents bundles, ensure accuracy, and compliance with firm standards.
• Handle large volumes of letters patent and design registration certificates.
• Processes and organizes general correspondence; LPs and DRCs maintain accuracy and compliance with firm standards.

Initiative & Proactive Practice

• Display high level of initiative; anticipate needs and act proactively to support practice efficiency.

Practice Administration & Billing

• Manages billing processes, enquiries, and account follow-ups accurately and efficiently.
• Prepare and check bundles of documents for sending to the patent office for biding into letter patent.
• Check, docket and dispatch letters patent and design registration certificates to client.
• Prepare and check the electronic patent journal

Diary & Workflow Management

• Maintains and prioritizes diary tasks; ensures timely completion of urgent matters.

Client Correspondence

• Handles large volumes of correspondence professionally; responds promptly to client queries.

KEY PERFORMANCE METRICS

• 100% accurate updates in Patricia and CMS; error-free correspondence.
• All diary tasks and urgent matters completed within SLA and deadlines.
• Zero compliance breaches; adherence to internal and client requirements.
• Positive feedback from clients; timely response to enquiries and correspondence.
• Accurate billing and account management; minimal errors in debit / credit notes.
• Effective management of diary and WIP items; reduced backlog.