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IP Practice Coordinator

3 weeks ago

Sydney, New South Wales, Australia beBee Careers Full time

Transforming Markets and Businesses with Intellectual Property

We are seeking a highly organised and detail-oriented individual to provide high-level practice and administrative support to multiple fee-earners within our Law/Trade Mark Group.

The Role

This position involves working on Law/TM matters, ensuring that the fee earners' practices are properly maintained and that case deadlines are met in a timely manner. Key Responsibilities include:

  • Practice Management:
    • Monitor and take appropriate action for incoming correspondence and update the database where required.
    • Efficient management of case deadlines through the use of internal systems, reporting mechanisms, and case management data for multiple fee earners' practices.
    • Liaise with clients directly with the support and instructions from fee earners.
    • Manage the fee earners' WIP (Work in Progress) list and other business hygiene reports.
    • Maintain and understand special requirements of the fee earner's external clients.
    • Deal with sensitive and confidential issues/matters.
    • Work in a team environment and enlist the assistance of other team members or provide assistance to other team members to ensure work is completed to a high standard and deadlines are met.
    • Work in accordance with predetermined workflow processes, ensuring delegation and escalation pathways are followed, including delegation of tasks to other teams within the firm.
  • Administration:
    • Enter cases and client details in the database and ensure cases that are worked on in the database are updated to reflect the most current status, monitor deadlines, and record client requirements correctly.
    • Diligent setup, maintenance, and understanding of the content of electronic files, including tasks relating to client onboarding and offboarding.
    • Prepare correspondence/documents for consideration and signing by multiple fee earners.
    • Prepare and file documents with the Courts and other authorities.
    • Enter multiple fee earners' time into the accounting system as required.
    • Prepare a range of basic to complex invoices to clients, including checking and applying billing instructions in accordance with billing practices.
    • Respond, take appropriate actions, and create file notes (where applicable) of incoming calls from clients, including in the absence of the fee earners.
    • Attend to Trust Account matters, including preparation of trust account forms and documentation.
    • Other ad hoc tasks as required, such as assisting with marketing initiatives and events, travel management, payment of memberships and professional annual renewals.

About You

  • A minimum of two to three years' experience as an IP Secretary in a similar environment.
  • Experience using accounting software and sound knowledge of client billing processes.
  • Experience using Outlook, Word, PDF software, client management portals, and document management system.
  • A practical, service-driven, resilient, and agile style with a high level of maturity and a grounded approach.
  • The ability to prioritise and independently complete tasks and projects as directed across all areas of the business where required.
  • A team-oriented person with a strong ability to delegate or escalate tasks, provide direction, and effectively communicate with other team members.
  • Excellent verbal and written communication skills with high levels of attention to detail and accuracy.

Qualifications (Preferred but not Essential)

  • Administrative Certificate/Diploma
  • Certificate II in Business Law Administration (Legal)
  • Certificate IV in Legal Services

Benefits

This role offers opportunities for professional growth and development, along with a competitive salary package and benefits.