Administrative Clerk Jobs

What We Do .
Smart & Biggar has been at the forefront of intellectual property (IP) and technology law for over 100 years. We practice in every area of IP on behalf of an exceptional international clientele, and we are consistently ranked as Canada’s leading IP firm. We are committed to hiring people with different backgrounds and experience, who represent the best talent in their field.
We are part of the IPH Group. IPH Limited is the holding company for intellectual property (“IP”) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of over 1,200 people in Australia, Canada, China, Hong Kong SAR, Indonesia, Malaysia, New Zealand, Singapore, and Thailand. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organizations, SMEs, and professional services firms worldwide.
We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.
The Opportunity .
Our Ottawa office is currently looking for an Administrative Clerk to join our Examination and Maintenance Fees Team. This role will be providing operational support to our administrative staff. This is an excellent opportunity for a new graduate, or someone looking to begin a career in professional services.
It is expected that the successful candidate will work a mix of in-office and at home.
Responsibilities .

• Cross-training to learn responsibilities of other roles on the team
• Other duties may be assigned or amended as required
• Processing and reviewing incoming electronic and physical Patent Office correspondence
• Preparing and reporting payment submissions, including invoices to clients
• Interacting with agents, lawyers, and other team members
• Reviewing and interpreting client instructions, and taking appropriate action as required
• Entering due dates, and other information into our file management system
• Handling sensitive client information

Qualifications, Competencies And Experience .

• One year of administrative or office experience
• A great team player with excellent attention to detail
• This role is English essential, but French language skills would be an asset
• A strong ability to prioritize a large workload
• Strong oral and written communication skills
• Highly organized and proactive
• High proficiency in MS Office and ability to learn new software and technology quickly
• Post-secondary education

Smart & Biggar offers a comprehensive total rewards package including:

• Personal days to help balance personal and professional commitments;
• Employee referral program.
• A competitive compensation structure based on transparency, clarity and fairness;
• A flexible benefits program;

Smart & Biggar is a proud member of the Law Firm Diversity and Inclusion Network (LFDIN), working to promote diversity and encourage a culture of inclusion in our Firm and the broader legal profession.
We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process.
We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted.
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