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.

Skills and knowledge

Attention to Detail & Precision Client Service Orientation Results & Deadline Focus Analytical Problem Solving Integrity & Sound Judgment Clear Written & Verbal Communication Ownership & Initiative Resilience Under Pressure Professionalism & Service Orientation

Qualification/s

A relevant tertiary qualification BCom Law Paralegal certificate /Higher certificate in Law 8 years post-matric or equivalent qualification * Experience working on Patricia and CMS will be advantageous.