Trademark administrator

Job description

Owen Reed is looking for a Trade Mark/Designs Portfolio and Formalities Administrator for a top law firm in London.

This is an excellent opportunity to join a highly regarded Intellectual Property team, supporting Partners and Fee Earners in a busy and deadline-driven environment. The role is also known internally as a Trademark Specialist.

The Role

You will provide comprehensive administrative support across all aspects of the trade mark practice, including database management, correspondence, portfolio administration and formalities work.

You will work closely with Partners, Fee Earners and allied professionals, playing a key role in ensuring matters are progressed efficiently and accurately.

Key Responsibilities

• Assisting fee earners with deadlines and case diary management
• Preparing and filing documents
• Organising and maintaining electronic and physical files
• Drafting standard correspondence
• Managing diaries, booking meetings, travel and accommodation
• Monitoring shared mailboxes
• Using external client systems and updating online databases
• Opening and closing files
• Managing invoicing, billing and entering attorney expenses
• Ordering couriers
• Extracting docketing records and portfolio reports
• Conducting web searches and citation reporting
• Assisting with assignment recordings
• Managing changes of name, mergers, reclassifications and changes of client/representative
• Preparing client cost estimates
• Monitoring WIP and preparing draft bills
• Handling accounts queries and invoice enquiries
• Managing UKIPO and WIPO notifications
• Providing cover for the Trade Mark Paralegal, including renewals and preparing and filing applications

About You

• Proven administrative experience
• Strong proficiency in Microsoft Word and Outlook
• Experience working in a deadline-driven legal environment (highly desirable)
• Database entry and maintenance experience
• Excellent communication skills
• Logical, organised and methodical approach
• Exceptional attention to detail and accuracy
• Proactive, confident and commercially aware
• Able to work independently and as part of a team
• Knowledge of trade mark law, formalities and practice (desirable)

Why Apply?

• Join a leading London law firm
• Work within a respected IP team
• Exposure to high-quality, complex trade mark matters
• Supportive and professional working environment
• Clear opportunity to develop specialist expertise

Extra information

Status

Open

Education Level

Secondary School

Location

London Area

Type of Contract

Full-time jobs

Published at

05-03-2026

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English