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 1,300 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 begin a career or carve out a new path.

Osler is currently recruiting for a Trademark Administrative Clerk in our Ottawa office. The Trademark Administrative Clerk reports to the Supervisor, Trademarks and provides clerical and administrative support to legal professionals in the Intellectual Property department in our national Trademark practice. This full-time position is open to candidates with knowledge and experience in the renewal of Trademark matters. Experience working in Intellectual Property, specifically Trademarks, is essential.

This job posting is for an existing vacancy.

Responsibilities:

Receives requests for service in-person, by e-mail, and Teams from end users in the Firm’s national Trademarks team.

• Opens registered Trademark matters using our New Business Intake form, as well as our Intellectual Property database (Inprotech)
• Responsible for maintaining information contained in our database, including updating client information, contacts, reference numbers, and ownership.
• Enters, tracks, manages and reconciles renewal information, deadlines, reminders, critical and non-critical deadlines in our database.
• Tracks and reconciles fee payments with the central Finance Department.
• Reviews, triages and enters incoming renewal correspondence received from the Canadian Intellectual Property Office, which includes Registered Examiner’s Reports, Section 44.1 Notices, Renewal Certificates, Renewal Acknowledgements, Nice Classification Recordals, Final Renewal Notices, etc.
• Reviews, triages and enters incoming Foreign trademark correspondence as received from Foreign Associates.
• Drafts and prepares all outgoing client correspondence, related to trademark renewal processes, for final review by Trademark agents.
• Files responses to trademark renewal deadlines using the online Canadian Intellectual Property trademarks filing platform.
• Prepares internal and client portfolio reports using our database (Inprotech).
• Provides workflow and deadline tracking support to legal professionals.
• Ensures electronic files are maintained and are closed on a regular basis.
• Handles confidential materials and documents.
• Performs other duties as required.

Position Requirements

Education and Experience

This 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 MS Office suite, 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).
• Ability to work quickly, accurately, independently, and take initiative.
• Ability to remain professional when dealing with daily deadlines and situations requiring tact and flexibility.
• Organizational skills required to handle large volume of materials and expedite flow of work.
• Strong verbal and written communication, and interpersonal skills to deal with a variety of internal and external stakeholders.

Compensation

The range of expected compensation for this position is $55,000-$70,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

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

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 & 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 use artificial intelligence to screen, assess or select applicants for the position.