About The Role
We are seeking a detail-oriented and highly organized Trademark (TM) Data Manager to support our Intellectual Property team, with a strong focus on trademark data management, docketing, and deadline monitoring. This role is critical in ensuring the accuracy, timeliness, and integrity of trademark records and filings across jurisdictions.
In this position, you will be responsible for maintaining and managing trademark databases and docketing systems, ensuring that all key deadlines for filings, renewals, office actions, and other prosecution requirements are accurately recorded, tracked, and communicated. You will play a central role in monitoring timelines, tracking deadlines, and coordinating with attorneys to ensure all critical actions are completed on time.
You will also be responsible for monitoring incoming correspondence and documents from intellectual property offices, clients, and foreign associates, ensuring timely review, proper docketing, and appropriate follow-up actions. The role includes assisting with the preparation and filing of trademark applications in the Philippines and internationally, as well as coordinating and arranging payments for official fees and related expenses.
Working closely with legal professionals, you will provide essential administrative and coordination support, maintain accurate and up-to-date records, and ensure proper documentation of all trademark activities. The ideal candidate will have strong attention to detail and the ability to manage high-volume data in a fast-paced environment, supporting attorneys through effective docket management, record maintenance, and proactive deadline tracking to safeguard clients trademark rights.
Key Responsibilities
Trademark Data & Docket Management
- Maintain and update trademark databases and docketing systems with complete accuracy.
- Record, track, and monitor all critical deadlines, including filings, renewals, office actions, and prosecution milestones.
- Ensure timely reminders and escalation of upcoming deadlines to attorneys and relevant stakeholders.
Deadline Tracking & Compliance
- Proactively monitor timelines to ensure all trademark-related actions are completed within required deadlines.
- Coordinate with attorneys and team members to manage workload priorities and avoid missed deadlines.
Monitoring Incoming Correspondence
- Review and process incoming communications from IP offices, foreign associates, and clients.
- Docket new matters, update case statuses, and ensure appropriate follow-up actions are taken.
Trademark Filings Support
- Assist in the preparation and filing of trademark applications and related documents in the Philippines and international jurisdictions.
- Ensure completeness, accuracy, and compliance with filing requirements.
Portfolio Management Support
- Support the management of trademark portfolios, including maintaining organized and up-to-date records.
- Monitor changes in trademark status and ensure proper documentation of all actions.
Payment Coordination
- Arrange and track payment of official fees, filing costs, and other related expenses.
- Coordinate with finance teams, clients, and external agents to ensure timely processing of payments.
Documentation & Record Maintenance
- Maintain accurate, organized, and confidential trademark records and documentation.
- Ensure proper filing (electronic and/or physical) and easy retrieval of case information.
Administrative & Coordination Support
- Provide administrative support to attorneys and the IP team, including managing schedules and task coordination.
- Facilitate communication with clients, foreign associates, and internal stakeholders.
Qualifications
- Bachelor's degree in Legal Management, Business Administration, Intellectual Property, or a related field
- At least 3 years of experience in trademark, legal, or intellectual property support roles (preferred)
- Experience in docketing, deadline tracking, or data management within a legal/IP environment is an advantage
- Familiarity with trademark filing procedures in the Philippines (IPOPHL) and/or international systems is a plus
- Proficiency in Microsoft Office (Excel, Word, Outlook); experience with IP management or docketing systems is preferred
- Strong attention to detail and accuracy in handling data and legal documents
- Excellent organizational and time management skills, with the ability to manage multiple deadlines
- Strong written and verbal communication skills
- Ability to work in a fast-paced, deadline-driven environment with minimal supervision
- High level of integrity and ability to handle confidential information
Preferred Skills
- Knowledge of trademark processes and IP filings (Philippines and international preferred)
- Experience with docketing systems and deadline tracking
- Strong attention to detail and accuracy in data and record management
- Excellent organizational and administrative skills
- Proficiency in Microsoft Office (especially Excel and Outlook); IP software is a plus
- Good written and verbal communication skills for coordinating with stakeholders
- Ability to manage multiple tasks and deadlines in a fast-paced environment
- Experience supporting filings and coordinating payments is an advantage
- High level of confidentiality, reliability, and professionalism
