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Job Title Formalities & Renewals Administrator
Job Location London
Job Category Business Services
Practice Group N/A
Support Department Administration
Description

Role purpose

To be responsible for providing support to the Formalities and Renewals Specialists in the firm's Trade Mark Practice, each of whom will place reliance on the work performed. The London Trade Mark Practice works with the rapidly developing IP portfolios of household names with worldwide coverage.

We place an important emphasis on the development and well-being of our people. We look to enable all of our employees to be the best they can be for them to deliver excellent client service. We provide a specifically tailored Learning and Development Programme for all staff in the firm, a structured induction programme for all of our new joiners, a buddy scheme, and offer excellent career development opportunities. Our staff enjoy an inclusive and supportive culture.

Main responsibilities

  • Processing and monitoring the post mailbox, together with providing support in sending original documents to our agents, notaries and clients
  • Producing and reviewing diaries, liaising with stakeholders and agents in respect of trademark statuses throughout the trademark process
  • Preparing and reporting, as directed, trademark formalities to our clients
  • Reviewing and maintaining document trackers
  • Assisting with the maintenance of SharePoint sites
  • Creating trademark records and updating information and correspondence when required
  • Assisting the Formalities and Renewals Specialist team to obtain billing codes for the application and renewals process
  • Assisting with trademark audits using the official trademark online registries, as well as other platforms
  • Coordinating with teams in Manila, Belfast, and Buenos Aires to facilitate the maintenance and updating of IP databases
  • Providing a proactive administrative service encompassing all key tasks

Travel requirements: None

About the team
Function

The Operations Risk function provides the following services to the Firm:

  • Support strategic decision-making from a risk management perspective
  • Manage the Firm's exposure to risk via the early identification of possible Conflicts of Interest, Anti-Money Laundering / Know Your
  • Client compliance issues and employ risk mitigation strategies to minimize the Firm's exposure
  • Manage Partner compliance with the provisions outlined in the Firm's Attorney Manual
  • Manage risk connected to client contractual agreements with the Firm
  • Support the Firm's client on-boarding and matter opening process

You will report to: Formalities and Renewals Manager

Your direct reports, if any: N/A

Key relationships: to be built with our Belfast Center and Manila Center teams

About the candidate
Technical skills, qualifications, and experience

  • High work standards
  • Excellent writing skills
  • Strong attention to detail
  • Excellent organizational and problem-solving skills
  • Ability to confidently deal with demanding situations, people, and requirements
  • Ability to analyze numbers
  • Strong document management skills
  • Strong client service orientation
  • Excellent working knowledge of Microsoft PowerPoint, Word, Excel, and online research tools
  • Flexible and efficient work practices and ability to adapt style as required
  • Ability to prioritize and work to tight deadlines and manage own workload
  • Good communication skills, including the ability to liaise with people across the business
  • Ability to work well both in a team and individually
  • Keen to develop and use initiative

Personal qualities

These personal qualities represent the shared characteristics of high performers across Baker McKenzie, regardless of job level and location.

Know how

  • Demonstrates the ability to identify the real issue, and to anticipate requirements and potential consequences; distills a range of possibilities by thinking in a considered, prudent manner
  • Has the capacity to take on new ideas and develop knowledge and think holistically about business and address media, analyst, employee, and client audiences
  • Able to move through a variety of tasks requiring different approaches, knowledge, and expertise, with the agility of mind and capacity for analysis and synthesis

Dedication

  • Driven by a strong personal sense of integrity and upholds exemplary quality standards
  • Prepares thoroughly, takes responsibility, uses initiative and is self reliant to ensure work progresses to the fullest extent possible
  • Hardworking and diligent with a keen understanding of client demands
  • Demonstrates composure when dealing with difficult situations

Personal Impact

  • Uses complex, coordinated influencing/negotiation strategies, adapted to people, organizations, and/or the situation, e.g. networks
  • Leverages direct reports to facilitate increased collaboration across the organization
  • Builds partnerships based on a common agreement that acknowledges individual differences but creates a new commonality beyond root belief large-scale
  • Creates a positive impression at all times; develops relationships through collaboration and reciprocity
  • Negotiates to achieve mutually satisfactory outcomes; shows good judgment on when to stand strong and when to compromise
  • Invests in, nurtures, and builds a network of productive relationships

Humanity

  • Respectful to others, regardless of their position, and earns the respect of others by being transparent
  • Has care and concern for others and a genuine interest in others as people
  • Treats delicate or confidential issues with grace and discretion.

Why Join Us?

Baker McKenzie is a truly global law firm. Founded in 1949, we advise many of the world's most dynamic and successful business organisations through our 13,200 people in 74 offices in 45 countries. Yet big does not mean impersonal. We work hard to ensure that everyone knows their role and has the support they need to perform it to the highest standard. Our culture encourages this - how we work, think and behave in a collaborative and fulfilling way.

In London you will be part of a 1,000 person office, which is also our largest office globally. Originally opened in 1961, Baker McKenzie London is well established in the UK as a leading international law firm and is regularly involved in some of the country's most high-profile legal matters. We can offer you the work, pride and experience of being part of a leading law firm but in a local office environment that is hardworking, friendly and supportive.

The strength of the firm and our culture is evidenced by a number of recent awards, including:

  • Thomson Reuters (formerly Acritas' Sharplegal) Global Elite Law Firm Brand Index, 2010- 2022 - ranked 1st
  • The Times Top 100 Graduate Employers 2021-2022: currently ranked 52nd
  • Thomson Reuters ranked the Firm No. 1 for cross-border deals for the last 12 years. More than 70% of our deals are cross-border.
  • For the 14th consecutive year, the Firm was ranked first for deals with emerging market involvement, by both number of announced and completed deals.
  • Law360 ranked the Firm as one of the 400 Largest US Law Firms in in its annual survey in 2020.
  • Identified as one of the Hall of Fame for best law firms for women by Working Mother magazine, 2011-2021.
  • Received a a Gold Award in Stonewall's Global Workplace Equality Index of Top Global Employers for LGBTQ+ Inclusion.
  • Ranked as one of the Top 20 Employers in the 2023 Social Mobility Employer Index.
  • Received Double Certification for earning top marks in the 2022 Corporate Equality Index and Equidad MX of the Human Rights Campaign Foundation.
  • Winner of the Europe Mentorship Programme - International Firm award in the Euromoney Women in Business Law Europe Awards 2021
  • Winner of the Gender Diversity International Firm, Talent Management International Firm, and Work-Life Balance International Firm awards in the Euromoney Women in Business Law Asia Awards 2021

Have a look at our YouTube channel to find out more about us!

To Apply

Please click on the Apply icon to start the online application process for this role. We will then be in touch with you once we have reviewed your application.

For more information about this position or to discuss any adjustments you may require during the process please contact in confidence, David Roberts, Recruitment Manager, on +44 2070 72 5752 or David.Roberts@bakermckenzie.com

Please review our Applicant Privacy Notice here

NO AGENCIES PLEASE

Please note Baker McKenzie does not accept unsolicited CVs. Please click here for details of our Agency Policy and commitment to sourcing directly.

Commitment to Inclusion, Diversity & Equity

As the first truly global law firm, diversity and inclusion are foundational to our culture and strategic vision. We are a Firm of individuals from across the globe with different backgrounds, ideas, and points of view who collegially work together to solve complex problems and design practical solutions for our clients. Our multiple perspectives come from many sources, including the diverse ethnicity, culture, gender, nationality, age, sex, sexual orientation, gender identity and expression, disability, parental status, education, social background and life experience of our people.

Our global strategy is focused on our people, our culture, our clients and the communities where we operate. In 2019 we enacted ambitious new targets related to gender, racial and ethnic diversity at the Firm. These targets are viewed as a floor, not a ceiling, to advancing underrepresented groups, and they are backed by a variety of strategic initiatives aimed at achieving our goals. Our strategic vision is supported in London by six active employee led networks which champion diversity, lead on a number of internal campaigns and deliver a range of activity to celebrate differences in identity, inclusion, and key dates throughout the year including: LGBT+ History Month, International Women's Day, International Trans Day of Visibility, Mental Health Awareness Week, Pride, Black History Month, Social Mobility Week, International Day of Disabled Persons and many more!

Baker McKenzie London has been accredited by Disability Confident, joining over 18,000 organisations that have signed up to help change behaviours and cultures in businesses, networks and communities and reap the benefits of inclusive recruitment practices.