IP Services Clerk

Position Overview

The IP Services Clerk is responsible for providing administrative support to the Intellectual Property (IP) group, ensuring correspondence, records, matter information and administrative activities are accurately maintained and completed within required timelines.

Key Accountabilities

• Maintain a high volume of electronic and physical correspondence from the Canadian Intellectual Property Office (CIPO) within the appropriate matter workspace in the firm’s document management system, applying established IP naming conventions and ensuring records are accurate, complete and up to date.
• Coordinate daily due-date reporting and sign-off to support the monitoring and completion of critical deadlines.
• Provide primary backup support to the IP Processing Clerk, including rotational coverage of the IP Administration inbox, reconciliation of CIPO disbursements and maintenance of client and contact information across applicable firm systems.
• Support the accurate and timely closure of IP matters across applicable firm systems, including maintaining Bring Forward to Close (BFTC) dates and completing related data clean-up activities.
• Provide backup and overflow support across the IP Administrative team to ensure continuity of service, effective workload management and adherence to critical deadlines.
• Support onboarding, training and cross-training initiatives within the IP Administrative team to promote knowledge sharing, consistency and operational effectiveness.
• Contribute to departmental projects, process improvements, documentation maintenance and other duties as assigned.

Attributes & Experience

Qualifications

• Post-secondary degree or diploma, or equivalent experience to successfully complete the essential requirements of the role.
• 1-2 years of IP experience within a law firm or professional services firm is preferred.
• Canadian Patent Administrator certification is considered an asset.
• Strong working knowledge of MS Office product suite.

Core Competencies

• Exceptional attention to detail and accuracy, with the ability to identify errors or inconsistencies and maintain a high level of quality across a high volume of work.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Excellent communication (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong organizational and time-management skills, with the ability to manage a high volume of work, prioritize competing demands and consistently meet time-sensitive deadlines
• Strong interpersonal skills with the ability to work well independently and collaboratively within a fast paced, team environment.
• Strong technical skills with an ability to understand, grasp and adapt to new technology.
• Flexibility to work overtime and participate in rotational coverage of the general inbox, including holidays when the firm is closed and CIPO remains open.

Additional information

HybridThis position is part of our hybrid work model with 3 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate’s skills, experience, and qualifications.

At Torys, we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require immediate accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources at [email protected].

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at [email protected].

All offers of employment are subject to background checks. This process includes criminal record checks, social media checks, and employment and educational background checks.

Posted Min Pay Rate

CAD $45,000.00/Yr.

Posted Max Pay Rate

CAD $55,000.00/Yr.