IP Docketing Clerk

Torys LLP

7d•$52,000 - $69,000•Hybrid

About The Position

The IP Docketing Clerk is responsible for providing docketing and administrative support to the Intellectual Property (IP) group. This role ensures the accurate and timely maintenance of records, management of key deadlines, and effective operation of IP administration processes. The position involves independently reviewing mail and correspondence from various patent and trademark offices, identifying deadlines and required actions, and maintaining records in the IP Practice Management System. The clerk will collaborate with IP legal professionals, monitor requests, and ensure timely resolution of outstanding items. Maintaining the accuracy and integrity of the IP Practice Management System is crucial, including updating matter information and processing file closures. The role also includes rotational coverage of the IP Administration inbox, providing backup support to the team, and participating in system testing and validation. Additionally, the clerk will support onboarding and training initiatives and contribute to departmental projects and process improvements.

Requirements

Post-secondary degree or diploma, or equivalent experience to successfully complete the essential requirements of the role.
1-2 years’ experience in a support role, within a law firm or professional services environment is preferred.
Docketing experience within an intellectual property practice area is preferred.
Proficient in MS Office product suite; experience preparing and generating reports using Excel and Word is preferred.
Excellent client service orientation, with the ability to manage multiple priorities and respond to client needs in a timely manner.
Strong technical aptitude with the ability to learn, adapt to, and effectively utilize new technologies and systems.
Excellent written and verbal communication skills, with the ability to effectively communicate and follow up with individuals at all levels of the firm.
Strong organizational, attention to detail, and time management skills, with the ability to prioritize work and meet deadlines in a fast-paced environment.
Excellent interpersonal skills with a proven ability to work well independently and collaboratively within a fast-paced team environment.
Flexibility to work overtime and participate in rotational coverage of the general inbox, including holidays when the firm is closed and CIPO remains open.

Nice To Haves

Canadian Patent Administrator certification is considered an asset.

Responsibilities

Independently review and assess Canadian Intellectual Property Office (CIPO) mail, foreign Patent and Trademark Office (PTO) correspondence, and client communications, exercising sound judgment to identify key deadlines, instructions, regulatory requirements, and required actions, and ensure the accurate and timely maintenance of records within the IP Practice Management System.
Collaborate with IP legal professionals to clarify matter details and instructions, monitor and respond to requests within the IP tracker system, implement required updates, and ensure timely resolution of outstanding items.
Maintain the accuracy and integrity of records within the IP Practice Management System, including updating matter information, removing outstanding deadlines, and processing file closures.
Participate in the rotational coverage of the IP Administration inbox, including overtime support as required, to ensure service levels are maintained and regulatory and client deadlines are met.
Provide backup and overflow support across the IP Administrative team to ensure continuity of service, effective workload management, and adherence to critical deadlines.
Participate in testing and validation of IP Practice Management System enhancements, workflow improvements, and system updates.
Support onboarding, training, and cross-training initiatives within the IP Administrative team to promote knowledge sharing, consistency, and operational effectiveness.
Contribute to departmental projects, process improvements, documentation maintenance, and other duties as assigned.