IP Administrator – Renewals
A leading London-based intellectual property firm is seeking an experienced IP Administrator to join its Renewals team. This is an excellent opportunity for someone with IP renewals experience who enjoys working in a collaborative, quality-focused environment and takes pride in delivering exceptional client service.
The firm advises a diverse international client base, from innovative start-ups to multinational organisations, managing patent, trade mark and design portfolios across multiple jurisdictions. With a longstanding reputation for technical excellence, investment in training and a genuinely supportive culture, it offers an environment where people are encouraged to develop and succeed.
The Role
The Renewals team is responsible for the accurate and timely management of intellectual property renewals, combining in-house renewals work with the coordination of an external renewals service provider. This role plays a key part in ensuring deadlines are met, records are maintained accurately and clients receive a consistently high standard of service.
Key Responsibilities
- Process renewals-related correspondence from clients, IP Offices, overseas associates and third-party renewals providers.
- Prepare and issue renewal reminders for patents, trade marks and registered designs, including US trade mark affidavit deadlines.
- Update the IP management system with grant details and renewal information.
- Monitor renewal deadlines and maintain accurate records.
- Process renewal instructions, arrange fee payments and prepare invoices.
- Manage and reconcile data exchanges with external renewals providers.
- Respond to renewals enquiries from clients, overseas associates, IP Offices and internal colleagues.
- Prepare client renewal schedules and portfolio reports.
- Review and update portfolio records following client changes, takeovers and data verification exercises.
- Support the onboarding of transferred portfolios and maintain accurate renewal records.
- Assist with training colleagues and provide support to the wider Formalities team as required.
About You
You will be an organised and detail-oriented IP professional with previous renewals experience gained within a patent and trade mark attorney firm or similar intellectual property practice.
You will ideally have:
- At least 2–3 years' experience in an IP renewals role.
- Experience working within an IP practice.
- Excellent attention to detail and accuracy.
- Strong organisational and time management skills with the ability to manage competing priorities and meet strict deadlines.
- Confident written and verbal communication skills.
- A proactive, collaborative approach with a commitment to delivering excellent client service.
- Experience using Inprotech (desirable).
- Good working knowledge of Microsoft Office, particularly Outlook and Excel.
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What You'll Find Here
The firm is committed to providing an inclusive, respectful and supportive working environment where people are encouraged to learn, develop and build long-term careers. Training and continuous professional development are highly valued, and employees benefit from flexible hybrid working and a positive approach to work-life balance.