Trademark Administration Clerk

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

The Trademark Administration Clerk will provide clerical support to legal assistants and legal professionals in the Intellectual Property department, in our Ottawa office’s Trademark practice. This full-time position is open to candidates with an avid interest in Trademark administration, including the administrative steps and processes required to bring a trademark to registration. Experience working in Intellectual Property, specifically trademarks is an asset.

This posting is for an existing vacancy.

Major Responsibilities

• Opening of new Trademark and Opposition matters in our database (Inprotech)
• Entering filing information, deadlines, reminders and all critical and non-critical dates for tracking
• Daily management of the task deadlines in the database, including reconciling the deadlines as needed
• Generating deadline or portfolio reports from data in our file management system as requested
• Tracking and reconciling fee payments with the central Finance Department
• Reviewing and triaging incoming correspondence received from the Canadian Intellectual Property Office for accuracy, which includes acknowledgements of filings, approval notices for advertisement, advertisements, registration certifications, applications to extend, etc.
• Reviewing and processing Foreign trademark correspondence as received from Foreign Associates
• Responsible for maintaining the information contained in our database, including updating of client information, contacts, reference numbers, ownership
• Reviews weekly Trademarks Office Journal for trademark advertisements relevant to the Trademark department’s clients
• Ensures electronic files are closed on a regular basis
• Implements renewal procedures for trademarks which involves ensuring mailing addresses are correct and maintaining renewal records in the departmental database
• Provides workflow and deadline tracking support to legal professionals and legal assistants
• Handles confidential materials and documents
• Performs other duties as required

Position Requirements

Education and Experience

The position requires a college diploma as well as a minimum of 3 years’ experience working in the Intellectual Property industry. An equivalent combination of education, training and experience is acceptable.

Knowledge and Skills

• Strong knowledge of Microsoft Office and computer applications (iManage)
• Ability to learn new systems and adjust to changes in workflow
• Knowledge of legal procedures, statutes, and regulations relating to Trademark practices (including Madrid Protocol, Opposition and Section (45) proceedings)
• Ability to work quickly, accurately, independently, and takes initiative
• Ability to remain professional when dealing with daily deadlines and situations requiring tact and flexibility
• Organizational skills required to handle a large volume of materials and expedite flow of work
• Strong verbal communication and interpersonal skills to deal with a variety of internal and external stakeholders
• Strong written communication skills

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 2 days per week.

Compensation

The range of expected compensation for this position is $50,000 - $60,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Please note that we use artificial intelligence to screen, assess or select applicants for the position.

NO AGENCIES OR PHONE CALLS/EMAILS PLEASE.

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