Patent Administrator

Location

Location
:
Guildford (Hybrid Working 2 office days, 3 remote)

Salary
:
Competitive + Benefits

Hours
:
Full-time, 35 hours per week

An established and highly regarded intellectual property practice is seeking an experienced Patent Administrator to join its busy and collaborative team in Guildford. This is a key role supporting patent attorneys and fee earners across a varied portfolio of UK, European and international patent matters. The successful candidate will be highly organised, proactive and detail-oriented, with strong patent administration experience and the ability to manage multiple deadlines in a fast-paced professional environment.

The firm offers a supportive culture, excellent training and development opportunities, and a flexible hybrid working arrangement.

As a Patent Administrator, you will play a central role in the management of patent portfolios, formalities and client communications. You will work closely with attorneys, fellow administrators and support teams to ensure deadlines are met and matters progress efficiently.

• Managing patent and design formalities throughout the application lifecycle.
• Preparing and processing patent applications and associated documentation.
• Monitoring and managing deadlines, reminders and extensions.
• Updating and maintaining intellectual property records systems.
• Processing incoming correspondence and electronic communications from patent offices.
• Reporting patent publications and other developments to clients.
• Managing grant formalities, validations and post‑grant requirements.
• Coordinating signatures and supporting documentation for filings and recordals.
• Maintaining accurate case records and diary entries.
• Preparing and issuing client correspondence and reports.
• Updating client databases and online portals.
• Producing due date reports and portfolio updates.
• Acting as a point of contact for client queries and routine communications.
• Supporting attorneys with the day‑to‑day management of client portfolios
• Assisting with invoice preparation, credit notes and billing administration.
• Managing work‑in‑progress records and related financial information.
• Liaising with finance teams regarding invoices and payment matters.

• Assisting with diary management, travel arrangements and meeting coordination where required.
• Providing support and cover for colleagues across the administration team.
• Maintaining document management and CRM systems.
• Supporting wider business and operational activities as needed.

• At least 3 years' experience in patent administration within an intellectual property environment.
• Excellent attention to detail and organisational skills.
• Strong time management and prioritisation abilities.
• A proactive and flexible approach to work.
• Excellent communication and interpersonal skills.
• Strong IT skills, including Microsoft Office applications.
• The ability to work independently while also contributing effectively as part of a team.
• GCSEs (or equivalent) in Maths and English.
• Experience working within a partnership or professional services environment.
• Legal secretarial or legal support experience.
• Experience using IP management systems.

• Competitive salary and benefits package.
• Hybrid working arrangements.
• Supportive and collaborative team environment.
• Opportunity to work with a diverse and interesting intellectual property portfolio.
• Long‑term career development within a respected and growing organisation.

If you are an experienced Patent Administrator looking to take the next step in your career, we'd love to hear from you.