Patent Administrator

Supporting the Patent Team

In this role, you will provide vital support to the Patent team in London and Munich. Your primary responsibility will be to assist the Patent Account Manager with all aspects of billing, including setting up files and handling clients with high-volume matter portfolios.

Billing Responsibilities

• You will liaise with Patent Secretaries to arrange for LOE/Client & Fee Agreements to be drafted and distributed to clients.
• Submission of new client / new matter forms using Intapp Open, working closely with Conflicts and AML to address any queries that may arise.
• Liaising directly with clients / fee earners to obtain necessary information.
• Submission of Ad Hoc Conflict Searches.
• Ensuring all matters are opened using the correct client details and that the agreed charge-out rates are added to the matter for both London and Munich entities.

Responsibilities:

Matter Opening

Liaising with Patent Secretaries to arrange for LOE/Client & Fee Agreements to be drafted and distributed to the client. Submission of new client / new matter forms using Intapp Open which involves working closely with Conflicts and AML to address any queries that may arise. Liaising directly with clients / fee earners to obtain necessary information. Submission of Ad Hoc Conflict Searches. Ensuring all matters are opened using the correct client details and that the agreed charge out rates are added to the matter for both London and Munich entities.

Billing

Distributing WIP reports to fee earners within Patent Team in London and Munich to arrange invoices following strict client deadlines, involving direct dealings with Partners / fee earners. Reviewing WIP reports by 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. Ensuring all disbursements are logged against specific task under correct files and liaising with relevant Accounts Payable Team either in UK or Munich if required. Checking invoices once received from the Billing Team, to ensure they are correct for forwarding to the client, which also involves preparing manual invoice narratives and summary table as per client requests. Searching for relevant disbursement backups, which must be attached as part of the invoice distribution package. Assisting with raising invoices / credit notes. Requirements

• A good knowledge and understanding of billing, obtained through work experience in a similar environment.
• Possesses the 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.
• A 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.

Benefits

Dentons is committed to investing in the highest-quality talent, recognizing that our success is built on the diverse and unique strengths of each member of our Firm. Our business services staff play a significant role in the success of Dentons. We recruit staff into a wide variety of areas, looking for focused, flexible individuals from various backgrounds who are team players.

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