Patent Administrator

About the Role:

Dentons, the world's largest law firm, is seeking a skilled Patent Administrator to join its EMEA business services team. This role provides critical support to the Patents team in London and Munich, with a focus on billing and matter opening.

Main Responsibilities:

• Liaise with Patent Secretaries to arrange for LOE/Client & Fee Agreements, and draft and distribute them to clients.
• Submit new client / new matter forms using Intapp Open, working closely with Conflicts and AML to address queries.
• Liaise directly with clients / fee earners to obtain necessary information.
• Submit Ad Hoc Conflict Searches.
• Ensure all matters are opened using correct client details and agreed charge out rates for both London and Munich entities.
• Distribute WIP reports to fee earners in London and Munich to arrange invoices, involving direct dealings with Partners / fee earners.
• Review WIP reports, double-checking rates, amending narratives / transferring time or applying write offs (if applicable), before sending clear billing instructions to the Billing Team in Warsaw to raise invoices for both London and Munich entities.
• Ensure all disbursements are logged against specific tasks under correct files and liaise with relevant Accounts Payable Team in UK or Munich if required.
• Check invoices once received from the Billing Team to ensure they are correct for forwarding to the client, preparing manual invoice narratives and summary table as per client requests, searching for relevant disbursement backups to attach as part of the invoice distribution package.
• Assist with raising invoices / credit notes.

Requirements:

• Good knowledge and understanding of billing, obtained through work experience in a similar environment. Experience in a UK Law Firm is not essential.
• Confidence to deal effectively with fee earners & Partners.
• Good interpersonal and communication skills, both written and verbal.
• Able to prioritize and multi-task, particularly when working under pressure and to tight deadlines.
• Able to interact positively at all levels and a good team player.
• Methodical approach to work with a strong focus on accuracy.
• Hardworking and enthusiastic approach to work; professional in outlook, attitude and appearance.
• Confident using MS Office, including Word and Excel (minimum intermediate level required).
• Knowledge of the Elite accounts system, and of e-billing systems would be an advantage.
• Basic knowledge of Solicitors' Accounts Rules.
• A good knowledge and understanding of VAT would be an advantage.
• Flexible and prepared to work additional hours at month, quarter and year ends.

About Us:

Dentons is committed to delivering innovative legal solutions to clients globally, with a dynamic and inclusive work environment. We offer a wide range of business services, and this role plays a key part in driving efficiency, innovation, and collaboration.