Intellectual Property Administrator/Admin Paralegal

Responsibilities

IP Administrative Support:

• Assist in preparing, filing, and managing trademark, patent, copyright, and industrial design applications in Malaysia and other jurisdictions.
• Draft and review documents such as office action responses, opposition filings, and other IP-related documents.
• Manage and update the IP database to ensure accurate records of filings, renewals, deadlines, and client instructions.
• Liaise with foreign associates and agents regarding international IP filings.

  Client Correspondence:

  • Handle client communications related to IP matters, including requests for information, updates on filings, and procedural guidance.
  • Draft quotations, invoices, and follow-up correspondence for IP services.

    File and Document Management:

    • Organize and maintain filing systems for IP documents, ensuring confidentiality and compliance with internal processes.
    • Monitor deadlines and ensure timely responses to office actions, renewals, and oppositions.

      Research and Analysis:

      • Conduct preliminary research on trademarks, patents, and industrial designs to assist in advising clients on registration and enforcement risks.

        Ad-hoc Tasks:

        • Provide administrative support for other IP-related tasks as needed, contributing to the overall efficiency and accuracy of the team.

The Role

We are seeking an IP Administrative Staff member who is diligent, detail-oriented, and passionate about intellectual property (IP) work. In this role, you will support our IP team in managing trademark, patent, copyright, and industrial design matters, contributing to the smooth execution of client instructions and internal processes. Our fast-paced, client-focused environment values individuals who take initiative and thrive on teamwork and innovation.

Requirements

• Bachelor’s degree in Business Administration, Law, or a related field.
• Minimum of 2 years of experience in administrative roles, preferably in IP or legal work.
• Familiarity with trademark, patent, or copyright filing processes is an advantage.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Strong attention to detail and accuracy in document preparation and data management.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Proficient in written and spoken Mandarin (to liaise with Mandarin-speaking clients and suppliers), as well as English and Bahasa Malaysia.
• Ability to work independently without the need for micromanaging.
• A proactive mindset with a strong ability to handle deadlines and multitask effectively.

• Competitive salary
• Comprehensive health coverage
• Performance-based bonuses
• Opportunities for continuous professional development
• Supportive and collaborative work environment
• Career growth potential
• Innovative and dynamic team culture