Administration Assistant

1 day ago

Bonifacio Global Metro Manila, Philippines d4d4ffee-0ec4-4987-9c7c-9c66540ed170 Full time ₱80,000 - ₱120,000 per year

IPH Limited is a leading international intellectual property (IP) services group, supporting some of the Asia-Pacific region's most respected IP firms. Our Manila Shared Services team plays a vital role in providing seamless operational support across the Group.

We are currently seeking a proactive Administration Assistant to join our growing team. In this role, you will provide administrative and correspondence support to Spruson & Ferguson, a leading intellectual property firm within the IPH Group. You will be responsible for the efficient coordination and distribution of incoming correspondence and documents, ensuring they are handled accurately and in line with business and client expectations. You will also contribute to a range of administrative activities that support day-to-day operations.

Please note, you are required to work on-site in the Manila office 5 days per week for the first 3 months during your probation period.

Key Responsibilities

  • Manage the main email inbox, including saving emails to the relevant internal reference numbers and forwarding them to the appropriate professionals or departments for action.
  • Download, review, and forward client documentation: Securely access client portals, retrieve and check documents, then forward to relevant staff for processing in line with client and company requirements. Update and manage portal passwords, ensuring changes are recorded and communicated to all relevant staff.
  • Respond to queries related to files and correspondence.

  • Update email properties as needed and ensure accurate filing to multiple cases.

  • Process and distribute official mail efficiently.

  • Ensure timely and accurate allocation of all incoming documentation to the correct internal stakeholders.

  • Delegate IPONZ tasks to the appropriate teams for action, ensuring timely follow-up and resolution.

  • Manage Pulse tasks relating to IPONZ correspondence: Monitor, prioritise, and complete assigned Pulse tasks, then forward to relevant staff for processing.

  • Provide general administrative support, including data entry, document preparation, and filing.

  • Contribute to the ongoing improvement of administrative and mail handling processes.

  • Processing of incoming and outgoing correspondence relating to patent case management, observing legal deadlines and client instructions.

  • Undertake aspects of database management including updating client details, reassigning cases, recording case information, and adding value to data integrity.

  • Play an active role in case management as defined by process guides.

  • Providing administrative support to Practice Groups to process case work.

  • Other ad hoc duties as required, with a willingness to assist in a broader operational capacity when required.

Experience and Skills

  • Excellent attention to detail and a high level of accuracy

  • Effective written and verbal communication skills

  • The ability to manage own workload and meet deadlines

  • A strong sense of responsibility

  • The ability to work effectively and support other team members

  • Experience in process mapping and documentation

  • Familiarity with cloud-based platforms and integrations

Successful candidates will undergo a standard pre-employment screening as part of the hiring process within the IPH Group. This process may include verifying key information such as your identity, qualifications, references, and criminal history. By submitting your application, you acknowledge that you may be required to complete any necessary background checks relevant to the role. Kindly note that only shortlisted applicants will be contacted.

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