Trade Mark Administrator

Job ref: TM admin

Job Type: Admin
Sectors: Trade marks

About HGF

HGF Limited is one of Europe’s largest intellectual property specialist firms and one of only a few to offer a fully integrated IP solution, bringing over 200 Patent Attorneys, Trade Mark Attorneys and IP Solicitors together to provide a full-service IP solution.

With 25 offices across the UK, Ireland, Germany, Netherlands, France, Switzerland & Austria, HGF’s Patent and Trade Mark Attorneys provide specialist technical and legal advice to blue chip organisations and small to medium businesses across the world.  Many of our clients are household names and the work HGF does allows them to protect and exploit their inventions, new products and branding.

In January 2017, we continued our European expansion with the launch of our Amsterdam office, which works alongside HGF’s branch in The Hague to take care of clients in the Benelux and internationally.

HGF Amsterdam provide advice on trade marks and design rights, with specialisms in strategic IP management of complex IP portfolios, in-depth and tactical handling of trade mark and design oppositions, infringement matters and the rationalisation of IP portfolios focusing on legal and commercial strength.

Background and role purpose

This position is highly regarded in HGF and forms an integral part of the running of our trade mark operations in Amsterdam. The role will work closely with a number of Trade Mark Attorneys and Partners, alongside a team of Paralegals in a busy environment.

Main responsibilities

• Provide an administration service for the legal formalities of clients’ trade marks and designs in the Netherlands, Europe and beyond
• Ensure trade mark filing, action and renewal deadlines are met to 100% accuracy
• Ensure the legal and fee requirements of each trade mark are met according to the requirements of the relevant country
• Progress actions required of Trade Mark Attorneys and Associates to meet the required deadlines
• Prepare and execute all the legally required documentation needed to support the registration and renewal of trade marks and designs
• Timely production of documentation, either directly with relevant national authorities or indirectly by instruction of a local attorney
• Maintain and update the computerised record system for trade marks and designs
• Manage a due date diary system so deadlines are met efficiently and accurately and liaise with Trade Mark Attorneys and Associates around the world, to ensure actions assigned to them are progressed within the required timescales
• Produce correspondence and communications for clients and trade mark authorities using standard templates
• Develop a sound understanding of trade mark formalities and renewal rules and legislation in the range of countries in which we regularly file trade marks and designs, in order to provide a professional service to clients
• Obtain cost estimates for new registrations and due renewals from foreign attorneys and official offices, liaising with our Renewals team
• Producing invoices and entering charges onto clients’ systems
• Proofreading – spot and correct errors in documents, letters, instructions, invoices etc. before they are sent out
• Assisting in handling incoming telephone calls and taking messages
• Entering Attorney expenses onto an online system
• Arranging and booking travel for Attorneys as and when required
• General office tasks (i.e. franking of mail, dealing with post).

Candidate essential experience, qualifications and skills

• Current experience of legal administration
• High level of attention to detail and accuracy
• Excellent administration skills; be organised, thorough and effective
• An ability to meet deadlines and work effectively on multiple tasks
• Demonstrable experience of working effectively to deadlines
• Strong ability to self-manage and prioritise workloads
• A proactive approach, with the ability to anticipate Fee Earners’ and clients’ requirements
• An adaptable team player who can also work on their own initiative
• Ability to communicate effectively at all levels
• Strong Microsoft Office skills (Outlook, Word, PowerPoint and Excel)
• Excellent command of written and spoken English and Dutch.