Formalities Administrator

Formalities Administrator - London

Our client is a highly regarded and well-established intellectual property firm with a strong presence in the UK and Europe. Known for its excellent reputation, collaborative culture and long-term stability, this firm acts for a diverse and high-quality client base across a wide range of technologies. The firm places a real emphasis on teamwork, professional development and work-life balance, offering a supportive environment where support professionals are genuinely valued.

The Role

An opportunity has arisen for an experienced Formalities Administrator to join a large and well-resourced formalities function. Reporting into senior members of the support team, this role will sit within a structured department and may involve working across one or more specialist teams depending on experience and business needs. The position offers exposure to a broad range of patent and trade mark formalities work, with scope to develop further and take on responsibility over time.

Key Responsibilities

• Monitoring and managing shared email inboxes and incoming communications
• Maintaining internal deadlines, reminders and docketing systems
• Liaising regularly with fee earners, clients, foreign agents and internal teams
• Preparing and filing documents and forms with patent and trade mark offices
• Processing official communications and ensuring accurate record-keeping within the DMS and IP management system
• Supporting work across areas such as docketing, renewals, international filings and post-grant matters (depending on team)
• Preparing reporting letters, cost estimates and instructions where required
• Assisting with training, mentoring and process documentation
• Providing support on ad hoc projects and departmental initiatives

Requirements

• Minimum of 2 years' experience working in an IP firm in a formalities-focused role
• Strong attention to detail and excellent organisational skills
• Confident communicator, able to deal with clients and stakeholders at all levels
• Comfortable working to deadlines in a busy, process-driven environment
• Team-focused, adaptable and willing to support colleagues when needed
• Experience using IP management systems (e.g. Inprotech) is highly beneficial
• CIPA qualification desirable but not essential