Patent Filing Specialist at Adams & Adams

Job Purpose

• The Patent Filing Specialist is responsible for executing end-to-end filing of South African patent and registered design applications, including divisionals and patents of addition. The role ensures compliance with statutory requirements, manages formalities and assignments, maintains accurate IPMS records, and supports billing and client communication. This position requires meticulous attention to detail, adherence to deadlines, and proactive process improvement to deliver high-quality, audit-ready documentation and exceptional client service.

Requirements:

Key Skills, Knowledge and Competencies:

• Attention to detail & precision
• Client service orientation
• Results & deadline focus
• Analytical problem-solving
• Integrity & sound judgment
• Clear written & verbal communication
• Ownership & initiative (independent work with minimal supervision)
• Learning & knowledge transfer
• Resilience under pressure (manage high workload and multiple initiatives)
• Professionalism and strong work ethic
• Computer literacy and competent typing
• Excellent English language skills
• Ability to prioritize urgent matters and work under pressure
• Familiarity with Patricia and CMS systems (added advantage)

Key Responsibilities:

Patent & Design Filing Execution (ZA)

• Prepare and file South African patent and registered design applications (including divisionals and patents of addition)
• Check applications and late filings; amend/correct filings
• Obtain extensions of time and expedite registrations
• Diarize all statutory milestones

Formalities & Assignments Compliance

• Check formality documents and prepare responses
• Select correct assignment forms based on chain of title
• Align SA applicant details considering mergers/changes of name
• Maintain audit-ready documentation

Client Communication & Service

• Prepare quotations and respond to client queries
• Dispatch schedules of charges
• Report new filings, late submissions, amendments, and status updates clearly and promptly

Billing & Financial Administration

• Calculate and issue invoices
• Capture charges on file and process debit/credit notes
• Apply for new account numbers and amend existing details
• Apply for revenue stamps and reconcile billing to actions

Document & Correspondence Management

• Type/edit correspondence and filing documents
• Check accuracy of prepared correspondence and belated filings
• Manage general admin (emails, photocopying)

Docketing & Case/File Management

• Open files and diarize applications and deadlines
• Create and maintain Patricia cases
• Ensure data integrity and completeness of IPMS records

Process Improvement & Automation

• Identify automation opportunities
• Standardize templates and SOPs
• Drive accuracy and turnaround improvements across filing workflows

Knowledge Sharing

• Transfer knowledge and write high-quality technical documentation for filing processes
• Support onboarding and consistency across the team

Education:

• Three years post-matric or equivalent qualification
• Relevant tertiary qualification
• Computer literacy and competent typing
• Excellent English (written & verbal)
• Ability to prioritize urgent matters and work independently under supervision

Job Specific Competencies:

• Strong attention to detail
• Ability to work under pressure with high volumes
• Good organizational and prioritization skills
• Initiative and independence in problem-solving
• Strong interpersonal skills for dealing with multiple stakeholders