Administrative & Fees Renewals Officer


LOCATION: Dublin South

Administrative & Fees Renewals Officer

Mid to late €30’s DOE

Dublin south city (2/6)


Purpose of Job: 

To renew all patent, trademarks, design applications and registrations. To follow instruction carefully, complete assigned tasks in a timely manner, and be able to work accurately under time pressure and cohesively within a team environment.    


Key Duties: 

  • Processing and forwarding renewal fee reminders to clients in time to obtain instructions in order to meet deadlines;
  • Paying renewal fees at the relevant Patent Office and maintaining portfolios;
  • Keeping abreast of foreign renewal deadlines and contacting associates in other European countries to ensure that renewal deadlines have been met;
  • Preparing client costings;
  • Processing generated letters;
  • Processing instructions to lapse properties;
  • Monitoring client payment of renewals;
  • Processing renewal reminders from foreign associates;
  • Processing overdue renewal notifications from Ireland and global foreign offices;
  • Processing Irish and foreign renewal certificates;
  • Collating client portfolios;
  • Filing renewal correspondence;
  • Policing;
  • Miscellaneous diary matters;
  • Continually analysing and improving department processes and procedures;
  • Liaising with clients, foreign associates and attorneys.


Billing process: 

  • Ensure work in progress is invoiced in a timely manner and the attorney notified of any outstanding issues;
  • Working closely with credit control department to ensure prepayment received when required;
  • Obtain Purchase Order numbers, etc from clients for billing purpose;
  • Finalising invoices and forwarding to clients.

General Support Function: 

  • Keep abreast of the cost of official renewal fees at the relevant Patents Offices, ensuring the correct fees are paid at all times;
  • Assist in the training of new employees;
  • Assist with ad hoc administration tasks assigned by an appropriate supervisor;
  • Prepare client reports/spreadsheets as required;
  • Provide renewal estimates to professional as requested;
  • Answering both internal and external queries.

Essential requirements

  • 3-5 years experience in a similar role
  • Ideally have a Degree of BSc. in a relevant discipline
  • Possess a wide range of skills and aptitudes including excellent interpersonal, verbal and written communication skills
  • Excellent Excel and database experience essential and good all round experience or aptitude for working with figures
  • Have a methodical and organised approach to keep track of and follow up effectively on a high volume of documents simultaneously
  • Have a strong eye for detail, with the ability to juggle a busy/ varied workload to tight deadlines
  • Communicate effectively and clearly with contacts at all levels
  • Autonomous with the ability to work as part of a team

*NB: All applicants CVS will be reviewed and should your skillset match our client's requirements, we will contact you via email / mobile.  We are also happy to consider you for other open opportunities within Firstaff.  If however, you object to us holding your data on file, please acknowledge via email by return.

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Angela Dunne

Senior Recruitment Consultant

Firstaff Personnel Consultants

85-86 Grafton Street

Dublin 2


Tel:    + 353 1 6797766

Web Page:

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Consultant for this Job:

Angela Dunne

Senior Consultant