IP Recordal Specialist

About the Role

We are seeking a highly motivated and detail-oriented IP Recordal Project Manager to join our dynamic Intellectual Property team. In this pivotal role, you will be the primary point of contact for our customers and internal teams, providing daily support and expert coordination for global intellectual property recordals. Your mission will be to ensure the seamless and accurate management of patent changes across a wide range of international jurisdictions. A key component of this role involves proactively building and maintaining a deep knowledge base of recordal requirements and rules worldwide.

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

1. Customer Support & Coordination:

• Serve as the first point of contact for internal business units and clients regarding all IP recordal inquiries and requests.
• Manage the end-to-end process for a high volume of global recordal projects, including changes of name, address, assignments, mergers, and license recordings.
• Coordinate with external agents, local counsel, and notaries in various jurisdictions to facilitate the timely and accurate filing of recordals.
• Provide regular status updates and clear communication to stakeholders on project progress, potential delays, and completion.

2. Knowledge Management & Jurisdictional Expertise:

• Proactively research, analyze, and document recordal requirements, legalization needs, notarization procedures, and associated deadlines for key jurisdictions globally.
• Develop and maintain a centralized knowledge repository (e.g., database, intranet site, playbook) of country-specific rules and best practices for IP recordals.
• Stay abreast of changes in IP law and procedure in key markets that may impact recordal processes.
• Act as a subject matter expert, providing guidance to the wider IP and legal teams on the complexities of global recordals.

3. Project & Process Management:

• Develop, implement, and refine project management workflows for IP recordals to enhance efficiency, accuracy, and scalability.
• Track project timelines, budgets, and key performance indicators (KPIs) to ensure service level agreements are met.
• Identify risks and bottlenecks in the recordal process and propose effective solutions.
• Manage related documentation, including Powers of Attorney, Deeds of Assignment, and certified copies, ensuring they meet jurisdictional standards.

4. Financial & Administrative Oversight:

• Liaise with the finance department to process and track invoices from foreign associates and vendors.
• Assist in budget preparation and forecasting for recordal-related activities.

Skills & Experience

• Exceptional Project Management: Ability to manage multiple projects simultaneously with a high degree of organization and attention to detail.
• Exceptional Communication Skills: Fluency in English, with exceptional oral and written communication abilities. You must be able to draft clear, concise emails and reports, and effectively lead discussions with global stakeholders, with the ability to explain complex procedures clearly to non-specialists.
• Customer-Focused Mindset: A strong dedication to providing outstanding service and support to internal customers.
• Proactive & Analytical: A self-starter with strong research and analytical skills to solve problems and build knowledge independently.
• Cultural Awareness: Sensitivity to and experience working with different cultures and business practices across global jurisdictions.
• Technical Proficiency: Proficiency with Microsoft Office Suite (especially Excel)
• 5+ years of experience in an intellectual property setting, such as an IP law firm, corporate IP department, or IP service provider.
• Bachelor’s degree in IP Law or a related field.
• Proven experience directly managing global trademark or patent recordals is highly preferred.
• Strong understanding of intellectual property principles and terminology.
• CET6 or equivalent is essential, TEM 8 is preferred