IP Filing Specialist, EP Filing

About the Role

We are seeking a highly experienced and proactive Senior Filing Specialist to join our European Patent Validation Operation team. This role is designed for a subject matter expert who not only excels in the end-to-end management of complex validation cases but also provides guidance to junior team members and contributes to process improvement. The ideal candidate will demonstrate an ability to handle the most challenging client portfolios and resolve sophisticated procedural issues with minimal supervision.

About Protect
 

RWS IP Solutions is the world’s leading provider of intellectual property support services. With over 60 years of experience, our leadership in high quality patent translations, foreign patent filing, IP research and patent renewal services is unrivalled. Combining expert patent translators and advanced technology ensure translations of the highest consistency and quality.

We help streamline clients’ internal processes, providing flexible, cost-effective foreign filing services reducing the administrative burden associated with protecting IP on a global scale. We offer patent renewals and recordals services, as well as the widest range of IP research services on the market. RWS IP Solutions supports its clients throughout the entire IP lifecycle, from concept to commercialisation. RWS clients include many of the world's best known brands, and 18 out of 20 of the world’s largest patent filers.

Key Responsibilities

• Coordination of validation orders with filing agents and patent offices
• Collaborate closely with IP Translations and Renewals teams to ensure seamless, high-quality service delivery for shared clients.
• Swift resolution of issues arising throughout the validation process
• Assistance with validation queries from customers and internal teams
• Provision of instructions to ensure timely and accurate invoice of completed work
• Assist in the development and refinement of internal workflows, best practices, and training materials to enhance team efficiency and accuracy.
• Manage a portfolio of high-complexity and high-value client accounts
• Conduct a thorough quality review of validation orders prepared by junior specialists, ensuring accuracy and compliance with client instructions and country-specific laws.
• Proactively monitor and manage critical EP formalities deadlines for a large and complex caseload, identifying potential risks and implementing mitigation strategies.

Skills & Experience

• 3+ years of direct, hands-on experience in European Patent Validation filing and formalities.
• Proven expertise in the specific documentation and procedural requirements for key European jurisdictions (e.g., Germany, France, UK, Switzerland, Italy, Spain).
• Demonstrated ability to independently manage a complex and high-volume workload, prioritizing effectively under pressure to meet strict deadlines.
• Exceptional attention to detail and a commitment to accuracy in all aspects of work.
• Strong problem-solving skills with the ability to navigate and resolve complex procedural challenges.
• Excellent written and oral communication skills, with the ability to interact confidently with clients, colleagues, and foreign associates.