Legal Administrator/ Secretary at Spoor & Fisher

Job Advert Summary

• We are looking for a proactive, detail-oriented, reliable, and experienced legal secretary/ administrator to play an important role in our Patent: Agency Formalities team. This position involves delegated substantive, administrative and general legal work. Organization and prioritization are key skills for success in this role.

Minimum Requirements

• Proficiency in MSWord
• Proficiency in MSExcel
• Proficiency in Inprotech would be advantageous
• Proficiency in Pdf exchange viewer
• Experience working with CIPC online
• The ability to work across different web-based portals
• Sense of urgency to meet deadlines
• Team Player and multi-tasking
• Organised, structured and orderly
• Excellent communication skills

Duties and Responsibilities

• Monitoring the department shared mailbox
• End to end management of the various Formalities processes in an efficient manner:
• Lodgement applications
• Extension applications
• Change of Title
• Incoming and outgoing Takeover Cases
• Abandoned and unlikely to proceed cases
• Formal official actions
• Supporting Documents
• Conducting initial formalities checks before reminders are dispatched to client
• Receiving and carefully reviewing signed supporting documents from clients
• Dispatching client reminders on outstanding supporting documents
• Requesting and updating power of attorney documents
• Reminders, Reports & Recording
• Running PAF reminders
• Running relevant PAF sql reports, maintaining current formality reminders and sanity checks
• Recording PAF filings in the daily lodgement book
• Checking collation of the patents practice lodgements for CIPC
• On-line Systems and Portals
• Updating PAF case events, remarks and event text on the relevant system
• Effective management and maintenance of client portals
• Accurately preparing invoices and statements
• Any other dept-related duties and projects e.g. testing rules, templates and report RC’s and assisting with urgent overflow work from other Agency teams

CLOSING DATE : OCTOBER 28,2025