Trademark Paralegal

About the Role

The Trademark Paralegal (Renewals) is a key member of our Administration team in Manila, providing high-quality administrative support to Spruson & Ferguson Australia across a range of intellectual property (IP) rights. This role is responsible for maintaining accurate records, managing key reminders and instructions, processing payments, and ensuring timely updates across Trade Mark renewals.

This position plays an important role in maintaining the quality and integrity of our IP management systems and supporting the operational efficiency of our firm.

Timing: 8.30 AM - 5.30 PM (Philippines Time) with 1 hour break

What You'll Do

• Receive, review, and action renewal, restoration and maintenance reminders generated by the IP management system across all rights (e.g., Trade Marks, Patents, Designs, Plant Breeder’s Rights, Domains, Business Names).
• Process instructions received from internal teams, clients, or agents, ensuring accurate interpretation and timely follow-through.
• Prepare cost estimates, renewal quotations, and related documentation as required.
• Draft and issue correspondence to clients and internal teams to clarify instructions, provide updates, or request information, ensuring accuracy and professionalism.
• Generate invoices, process payments or credits, and ensure all financial transactions related to renewals are handled accurately and within deadlines.
• Produce client portfolio reports, schedules, and tailored summaries based on specific requirements.
• Liaise professionally via email or phone with clients, attorneys, overseas agents, and internal teams regarding deadlines, requirements, and formality documentation.
• Investigate and correct discrepancies in case records to maintain the accuracy and integrity of the IP management system.
• Support data entry tasks, including updates, new case creation, transitions/takeovers of existing rights, or other administrative entries.
• Ensure all reminders, instructions, payments, and record updates are processed in accordance with procedures and within required timeframes.
• Assist in streamlining processes, identifying areas for improved efficiency, and contributing to best-practice approaches across the Renewals and Rights Administration functions.
• Liaise with IP offices, foreign associates, and internal teams regarding renewals, restorations, and procedural matters.
• Provide general administrative support and assist with team enquiries through internal support channels.
• Build positive working relationships with colleagues, maintaining clear and efficient communication flows across the firm.
• Such other responsibilities as directed by Spruson & Ferguson from time to time commensurate with your role as a Renewals Administrator of Spruson & Ferguson.

What You'll Bring

• Minimum 1-2 years of prior experience in Intellectual Property.
• Previous administrative experience is preferred but not essential.
• Familiarity with IP management systems such as Inprotech and document management systems such as iManage is preferred but not essential.
• Strong understanding of financial and billing processes is advantageous.
• Intermediate technical skills in Microsoft Office products (Word and Excel).
• Strong verbal and written communication skills.
• Accurate typing and data entry skills.
• Ability to follow procedures and existing processes to ensure all deliverables are completed accurately and within the required timeframe.
• Excellent customer service approach (internal/external clients).
• Excellent levels of attention to detail and accuracy.
• Excellent time management skills with the ability to effectively prioritise workload.
• High level of initiative and ability to self-manage.

About our Company:

IPH Limited is the holding company for intellectual property (“IP”) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of approximately 1600 people in Australia, New Zealand, Canada, Singapore, Malaysia, China, Indonesia, Thailand, Philippines and Hong Kong. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organisations, SMEs and professional services firms worldwide.

We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

About our Benefits:

• Competitive annual remuneration and benefits package including 13th Month Bonus and Variable Performance Bonus in a market leading IP service group.
• Annual Leave, Birthday Leave, Global Mobility, and other benefits.
• Global award-winning environment with exposure to international colleagues and culture.
• Comprehensive mentorship, training, and career development opportunities.
• A supportive, flexible, and inclusive work environment.

We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted. We encourage you to keep your phone lines active and monitor your e-mail regularly for any updates regarding your application.