Description
About Us
At Adams & Adams, we pride ourselves on being an industry leader in Africa, driven by a commitment to client centricity and unparalleled service. We foster an environment of trust, collaboration and personal growth for our people and our community.
Our success is built on attracting and nurturing exceptional talent while fostering a culture of continuous learning and innovation. We are deeply committed to the development and well-being of our people, striving to create an engaging work environment where everyone can reach their full potential. By empowering our team to bring fresh ideas and innovative solutions to the workplace, we ensure that our clients receive the best possible service.
Job Purpose
The Patent Filing Specialist is responsible for executing end-to-end filing of South African patent and registered design applications, including divisionals and patents of addition. The role ensures compliance with statutory requirements, manages formalities and assignments, maintains accurate IPMS records, and supports billing and client communication. This position requires meticulous attention to detail, adherence to deadlines, and proactive process improvement to deliver high-quality, audit-ready documentation and exceptional client service.
Requirements
Key Skills, Knowledge and
Competencies:
Attention to detail & precisionClient service orientationResults & deadline focusAnalytical problem-solvingIntegrity & sound judgmentClear written & verbal communicationOwnership & initiative (independent work with minimal supervision)Learning & knowledge transferResilience under pressure (manage high workload and multiple initiatives)Professionalism and strong work ethicComputer literacy and competent typingExcellent English language skillsAbility to prioritize urgent matters and work under pressureFamiliarity with Patricia and CMS systems (added advantage)Key Responsibilities:
Patent & Design Filing Execution (ZA)
Prepare and file South African patent and registered design applications (including divisionals and patents of addition)Check applications and late filings; amend/correct filingsObtain extensions of time and expedite registrationsDiarize all statutory milestonesFormalities & Assignments Compliance
Check formality documents and prepare responsesSelect correct assignment forms based on chain of titleAlign SA applicant details considering mergers/changes of nameMaintain audit-ready documentationClient Communication & Service
Prepare quotations and respond to client queriesDispatch schedules of chargesReport new filings, late submissions, amendments, and status updates clearly and promptlyBilling & Financial Administration
Calculate and issue invoicesCapture charges on file and process debit/credit notesApply for new account numbers and amend existing detailsApply for revenue stamps and reconcile billing to actionsDocument & Correspondence Management
Type/edit correspondence and filing documentsCheck accuracy of prepared correspondence and belated filingsManage general admin (emails, photocopying)Docketing & Case/File Management
Open files and diarize applications and deadlinesCreate and maintain Patricia casesEnsure data integrity and completeness of IPMS recordsProcess Improvement & Automation
Identify automation opportunitiesStandardize templates and SOPsDrive accuracy and turnaround improvements across filing workflowsKnowledge Sharing
Transfer knowledge and write high-quality technical documentation for filing processesSupport onboarding and consistency across the teamEducation:
Three years post-matric or equivalent qualificationRelevant tertiary qualificationComputer literacy and competent typingExcellent English (written & verbal)Ability to prioritize urgent matters and work independently under supervisionJob Specific
Competencies:
Strong attention to detailAbility to work under pressure with high volumesGood organizational and prioritization skillsInitiative and independence in problem-solvingStrong interpersonal skills for dealing with multiple stakeholdersWork with a reputable legal practice at Adams & Adams where we are committed to being responsible business, both in our internal management and in the delivery of client services. We aim to make a positive impact on our clients, colleagues, profession, and the local community.
