Patents Renewals Assistant - Closing

Glasgow/Leeds

About the Role:

Our Renewals Closing Team are responsible for the effective and efficient conclusion of the renewal cycle including monetisation of the renewals paid and accurate docketing of the new renewal date for the next cycle.

Candidates will be expected to work as part of a small team of 5, reporting to the Team Manager, to help deliver team and departmental objectives, internal SLAs and implementation of streamlining/
efficiencies with a focus on quality control within the post-payment phase.

The team’s mission is to ensure all renewals are timely paid and accurately/promptly invoiced to the appropriate party. To work efficiently, productively and in tandem with the Renewals Opening Team.
To enhance the client experience, support the billing and reconciliation process and escalate issues of non-conformity to help promote continuous improvement within the team.

Responsibilities:

  • Identifying cases to be invoiced
  • Calculating accurate costs and recharging same
  • Reporting renewal payments and evidence to clients
  • Working closely with our evidence team to ensure renewals are correctly docketed
  • Working closely with our Payment Processing team to ensure renewals are timely paid
  • Assuming responsibility and accountability for ensuring that late instructions or last-minute payments are completed
  • Supporting the delivery of individual,monthly or quarterly invoicing in timely manner
  • Issuing refunds on overpaid official fees
  • Post deadline reminders to ensure
  • Client is well informed of lapse date and consequences
  • Stays informed on changes to country laws,work instructions and client procedures

Client Relations:

  • Follow internal processes on both complaints and non-conformity to ensure continual improvement
  • Adherence to internal KPIs to ensure high quality of client service

People Skills

  • Works closely with internal stakeholders to ensure Attorney and Client needs are met
  • Cooperates with Opening Team to ensure departmental goals are achieved
  • Works collaboratively with both the Payment Processing and Evidence teams to ensure they are encouraged and supported
  • Exhibits Company Values & Behaviours

Agent Management

  • Reconciliation of Agent Invoices and associated queries
  • Appropriately escalates areas of non-conformity or poor performance

Person Specification

  • Ideally experience in a Renewals or IP Administrative role
  • Excellent attention to detail
  • Ability to maintain concentration whilst handling repetitive tasks
  • Proactive & Positive with a desire to learn and adapt
  • Strong time management skills
  • Client-focused approach

If you are interested in applying, you are invited to send a cover letter, together with a detailed curriculum vitae, describing any qualifications, expertise and relevant experience to our HR Team at [email protected], or contact us for further information about the role.

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