Trademark Secretary

Job Advert Summary

Spoor & Fisher is looking for a Trade Mark Secretary within the TM:
Merit Team. The successful candidate will be based in the Centurion office, reporting to the Senior Associate heading up the practice. The ideal candidate should have a keen eye for detail and should be able to attend to general trade mark secretarial duties with a focus on litigation.

• Matric (essential).
• Paralegal qualification or relevant tertiary qualification (advantageous).
• Minimum 3–5 years’ experience in a trade mark practice.
• Strong understanding of trade mark prosecution and litigation procedures.
• Experience with High Court or Tribunal filings (advantageous).
• Excellent written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Strong prioritisation and deadline management skills.
• Ability to manage a high-volume practice with minimal supervision.
• Commercial awareness and professionalism in client interactions.
• Ability to take instruction from multiple professionals and prioritise accordingly.
• Ability to anticipate filing and reporting requirements.
• Advanced proficiency in MS Office (Outlook, Word, Excel), including formatting of legal documents.
• A high degree of confidentiality and professional discretion.

Litigation Support

• Assisting with preparation and formatting of litigation documents, including:
  • Letters of demand
  • Undertakings
  • Settlement agreements
  • Company and close corporation name objections
  • Affidavits
• Liaising with courts, sheriffs, and external service providers.
• Opening, administering, and maintaining trade mark litigation files, managing diaries, and monitoring statutory deadlines.
• Drafting and preparing correspondence to agents, clients, the Registrar of Trade Marks, and internal departments.
• Ensuring strict compliance with court and statutory deadlines.

Trade Mark Prosecution

• Preparing draft official action reports and compliance letters to the Registrar of Trade Marks.
• Reporting to clients on the status of applications.
• Instructing trade mark searches and preparing filing instructions for local and foreign applications.
• Opening, administering, and maintaining trade mark files, managing diaries, and monitoring statutory deadlines.
• Docketing and tracking deadlines for trade mark applications.
• Drafting and preparing correspondence to agents, clients, the Registrar of Trade Marks, and internal departments.

Commercial Work and Portfolio Management

• Preparing powers of attorney.
• Compiling trade mark schedules and portfolio reports.
• Preparing quotes.
• Conducting online investigations.
• Assisting with preparing of trade mark assignment agreements where required.
• Managing change of name, address, and amendment instructions and procedures.

Systems, Financial, and Administrative Support

• Accurate time recording and WIP management.
• Processing invoices and credit notes, and following up on outstanding fees where required.
• Updating internal accounting and general standing instructions.
• Answering and directing telephone calls professionally.
• Arranging meetings and managing calendars.
• Providing general administrative support to the trade mark team.