Overseas Coordinator- Trademark Administration and Monitoring

Responsibilities

• Maintaining digital and physical China trademark-related files and ensuring they are up to date.
• Inputting and updating information in a shared drive and Excel for trademark-related filings.
• Handling HJ and SK contracts and payment applications.
• Working closely with the China team staff led by the VP.
• Cross‑checking and reviewing all files received from the China head office before handing them over to the dedicated team and before obtaining the VP’s approval stamps.
• Coordinating with the Italy team for booking appointments and seasonal item purchases.
• Creating markup prices and assisting with MTM made‑to‑measure and MTO made‑to‑order orders for the showroom (Canali Dubai).
• Performing daily reviews of assigned trademark monitoring reports.
• Tracking specified trademarks and applicants in internal records.
• Organizing and regularly updating trademark filing status tables, spreadsheets, and folders.
• Monitoring China trademark publication updates and deadlines and flagging items requiring action.
• Assisting in preparing, formatting, and organizing documents related to trademark cases.
• Reviewing documents for completeness and consistency (e.g., dates, names, attachments).
• Organizing third‑party materials and evidence received from agents or business partners.
• Translating important official documents from Chinese into English for internal records.
• Maintaining and organizing compliance and case files.
• Tracking the status of notarization, legalization, and authentication of documents.
• Following up with internal teams or external agents on missing or pending documents.
• Acting as a coordination point between internal teams, Head Office, and subsidiaries.
• Coordinating China visa applications when required.
• Assisting in updating standard contract templates and internal forms as instructed.
• Scheduling follow‑ups and ensuring assigned tasks are completed within deadlines.
• Conducting basic administrative research (e.g., collecting firm profiles, service scopes, and contact details).
• Assisting in annual or periodic reviews of trademark monitoring arrangements and service providers.
• Supporting the preparation of simple internal reports and summaries.

• Chinese national (mandatory requirement).
• Fluent in Mandarin (written and spoken).
• Good command of the English language, with the ability to converse clearly and professionally in English.
• Ability to translate official documents from Chinese to English accurately.
• Bachelor’s degree in Business Administration, Law, Intellectual Property, or a related field is preferred.
• Minimum 2-4 years of experience in trademark administration, legal support, compliance, or a related administrative role.
• Prior experience handling China trademark filings, monitoring, or coordination with agents is highly preferred.
• Additional training or exposure to trademark administration, legal documentation, or compliance work is an advantage.
• Experience in document control, compliance tracking, and coordination with multiple stakeholders is an advantage.

• Strong administrative and organizational skills with high attention to detail.
• Ability to track deadlines, follow up on pending items, and manage multiple tasks simultaneously.
• Proficiency in MS Office (Excel, Word, Outlook) and ability to maintain structured spreadsheets and filing systems.
• Good coordination and communication skills to liaise with internal teams, Head Office, subsidiaries, and external agents.
• Basic research skills for collecting firm profiles, service scopes, and business information.
• Ability to handle confidential documents with discretion and professionalism.