Formalities Clerk (Intellectual Property)

Job summary

The Formalities Clerk provides administrative support for intellectual property matters by managing filings, monitoring deadlines, and reconciling internal records with CIPO data. They also report official documents to clients and assist the IP team with procedural tasks to ensure accuracy and compliance.

Job details

4 days a week in office - Montréal office The role As a Formalities Clerk (Intellectual Property), you will provide high-quality administrative and procedural support in relation to intellectual property formalities by applying established processes, procedures, and guidelines. Working closely with IP Formalities Senior Technicians, Specialists, Patent Agents, and other members of the Intellectual Property team, you will contribute to the efficient delivery of client service through a proactive approach, strong attention to detail, and consistent adherence to deadlines. In this role, you will develop your ability to identify potential issues, assess risks, and escalate matters appropriately to ensure the accuracy and integrity of client records and filings. Responsibilities Report official documents to clients following a comparison of internal records and information received from the Canadian Intellectual Property Office (CIPO), including but not limited to: Filing receipts; Certificates of registration of title documents; Patent certificates and letters patent; Industrial design registrations; Notices of allowance. Monitor and report projected patent issue dates for pharmaceutical matters. Review and reconcile discrepancies between internal records and CIPO data. Follow up with CIPO regarding expected documents that have not been received within prescribed timeframes, as directed by Specialists. Prepare and file prior art submissions and report filings to clients. Process final fee payment instructions and report filings to clients. Monitor and manage deadlines assigned to you, ensuring timely completion of all tasks. Maintain accurate records and update internal databases as required. Assist with other duties and projects as assigned. Qualities, skills, attributes Ability to work under pressure and meet deadlines. Excellent attention to details. Professional communication skills and strong client service orientation. Bilingual, written and verbal communication skills in both official languages Ability to understand instructions and escalate issues encountered. Highly effective team player maintaining an enthusiastic, positive and proactive approach. Previous experience in IP prosecution with knowledge of IP vocabulary (an asset). Broad knowledge of the Microsoft Office Suite, including advanced knowledge of Outlook and Word Why join our team: Hybrid work environment Retirement savings plan with employer contribution Benefit premiums paid by the firm Telemedicine services Wellness matters: Flexible health and wellness allowance that covers much more than gym memberships! Training and development programs based on your interests and needs Ready to join a proactive and modern firm that provides an exceptional career experience in an inclusive and collaborative environment? Come join us! As part of a global legal practice, Norton Rose Fulbright Canada embrace a culture of excellence and client service, but always with a focus on flexibility, respect, diversity and openness. We strive to create an equitable, inclusive environment where everyone can bring their whole self to work and realize their career potential. To find out more about how we integrate diversity, equity and inclusion in everything we do please click Diversity, equity and inclusion | Canada | Global law firm | Norton Rose Fulbright. If you require any reasonable adjustments during the recruiting process, please inform us in the recruitment application. We will contact you to further discuss your need. Please note that applicants who receive an employment offer may be required during their employment with Norton Rose Fulbright to provide proof of vaccinations recommended from time to time by government or public health authorities. Norton Rose Fulbright has a duty to accommodate those who are unable to get vaccinated due to protected grounds. For applicants who require an accommodation, please contact us to discuss further. Law around the world nortonrosefulbright.com Please note that this job posting is being advertised to fill an existing vacancy.

What you’ll do

The Formalities Clerk provides administrative support for intellectual property matters by managing filings, monitoring deadlines, and reconciling internal records with CIPO data. They also report official documents to clients and assist the IP team with procedural tasks to ensure accuracy and compliance.

Requirements

Candidates should possess strong attention to detail, the ability to work under pressure, and effective communication skills in both official languages. Previous experience in IP prosecution and proficiency in Microsoft Office are considered assets for this role.

Benefits

• Retirement savings plan
• Employer contribution
• Benefit premiums paid by the firm
• Telemedicine services
• Flexible health and wellness allowance
• Training and development programs

Listed skills

• Administrative Support · Preferred
• Attention to detail · Preferred
• Customer service · Preferred
• Microsoft Office Suite · Preferred
• Microsoft Outlook · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Intellectual property formalities
• Patent prosecution
• Administrative support
• Attention to detail
• Risk assessment
• Client service
• Microsoft Office Suite
• Outlook
• Word
• Data reconciliation
• Deadline management
• Communication skills
• Bilingualism
• Prior Art
• Industrial Design
• Ability To Meet Deadlines
• Training And Development
• Intellectual Property
• Microsoft Outlook
• Microsoft Office
• Patents
• Pharmaceuticals
• Professional Communication
• Telehealth
• Verbal Communication Skills
• Vocabulary
• Filing
• Enthusiasm
• Detail Oriented

Job areas

• Legal
• Administrative
• Intellectual Property Manager
• Legal Researcher
• Survey and Market Research Interviewers
• Paralegals and Legal Assistants

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