Patent Controller

We are seeking a highly organized and detail-oriented Patent Controller - Billing Specialist to join our team at Dentons. As a key member of our operational backbone, you will play a vital role in delivering exceptional service to our clients across Europe, the Middle East, and Africa.

Your primary focus will be on providing billing support to our Patents team in London and Munich. This will involve working closely with the Patent Account Manager to set up files and handle billing for clients with high-volume matter portfolios.

Key responsibilities will include:

• Matter Opening
  • Collaborate with Patent Secretaries to draft and distribute LE/Client & Fee Agreements to clients.
  • Submit new client/new matter forms using Intapp Open, working closely with Conflicts and AML to address any queries that may arise.
  • Liaise directly with clients/fee earners to obtain necessary information.
  • Submit Ad Hoc Conflict Searches.
  • Ensure all matters are opened using the correct client details and agreed charge-out rates for both London and Munich entities.
• Billing
  • Distribute WIP reports to fee earners within the Patent Team in London and Munich to arrange invoices following strict client deadlines, involving direct dealings with Partners/fee earners.
  • Review 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.
  • Ensure all disbursements are logged against specific tasks under correct files and liaise with relevant Accounts Payable Teams either in the UK or Munich if required.
  • Check 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 tables as per client requests. Search for relevant disbursement backups, which must be attached 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.
• Possess the confidence to deal effectively with fee earners & Partners.
• Good interpersonal and communication skills, both written and verbal.
• Able to prioritize and multitask 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.