Intellectual Property Administrator

We are looking for a detail-oriented and organized IP Administrator to join our IP Support Services team in KSA.

The role involves managing Trade Mark filings and other intellectual property (IP) submissions through the KSA Trade Mark Offices online platform. The ideal candidate will have experience in Trade Mark registrations, renewals, recordals, oppositions, and other related IP filings, ensuring compliance with KSA laws and regulations.

Requirements

Experience:

• 3+ years of experience in an administrative role in an IP setting
• Previous experience working with the Ministrys online systems for IP filings and recordals is highly advantageous

Education:

• Diploma or Bachelors degree in Business Administration, or a related field

Languages:

• Fluent in written and spoken English and Arabic

Computer skills:

• Proficiency in Microsoft Office is required
• Experience with IP Management Software is required

Other skills:

• Strong organizational and multitasking skills with the ability to perform well under pressure
• Attention to detail and accuracy in data entry and document handling

Responsibilities

1- Filing and managing IP Rights on Ministerial online systems

• Prepare and submit Trade Mark and Patent applications, renewals, assignments, amendments, and recordals through Ministerial online systems;
• Monitor the status of filings and ensure timely responses to official actions and oppositions;
• Track and report upcoming deadlines and follow up on required actions;
• Maintain and update IP portfolios, ensuring accurate records of filings, renewals, deadlines, and registrations;
• Conduct Trade Mark availability searches;
• Coordinate with internal stakeholders to facilitate Trade Mark and IP filings; and
• Manage IP case files and formalities.

2- Docketing and Data Entry:

• Manage and maintain docketing systems, ensuring all deadlines and actions related to Trade Marks, Patents, and other IP matters are tracked accurately;
• Input, update, and maintain IP data in internal databases and systems; and
• Assist in generating reports from the system when required.

3- Courier and Document Handling:

• Manage documentation related to IP registrations, assignments, licenses, and other recordals;
• Coordinate with the IP team on the delivery and receipt of documents to and from agents and clients; and
• Track all sent and received documents to ensure timely and secure delivery.

4- Communication:

• Liaise with the Ministrys IP Department, ensuring compliance with local regulations and procedural updates;
• Communicate and ensure all filings comply with local laws, official regulations, and official guidelines; and
• Monitor changes in IP laws & regulations and advise on their impact on procedures.

5- Expense Booking on ERP (D365):

• Record and manage expenses related to assigned tasks using D365.

6- Office Errands:

• Handle office-based administrative tasks; and
• Perform tasks outside the office, such as delivering documents to government offices or embassies.

7- Document Archiving:

• Maintain organized physical and digital files for all IP matters; and
• Archive documents securely while ensuring easy retrieval when needed.