Head of Patent Formalities

2 days ago

Bangsar Kuala Lumpur, Malaysia ADASTRA IP (M) SDN. BHD. Full time 90,000 - 120,000 per year

We are looking for a highly organised and experienced individual to lead our Patent Formalities Department, overseeing patent filing, administration, and formalities operations across South East Asian jurisdictions. The successful candidate will play a key role in managing regional patent workflows, ensuring efficiency, quality, and compliance with all procedural and regulatory requirements.

Coverage: Southeast Asian Jurisdictions

Key Responsibilities

  • Lead and manage the Patent Formalities Team, ensuring high-quality and timely delivery of all formalities tasks.
  • Oversee patent filing, prosecution, and post-grant formalities across ASEAN countries, including handling PCT national phase entries and direct filings.
  • Supervise the preparation, submission, and monitoring of filing documents, forms, powers of attorney, and translations.
  • Ensure accuracy and compliance in renewals, recordals, and portfolio maintenance activities.
  • Maintain and optimise patent docketing systems for deadline management, data accuracy, and document control.
  • Liaise with clients and foreign Offices to coordinate filings, obtain instructions, and provide procedural updates.
  • Develop, implement, and update standard operating procedures (SOPs) for patent formalities processes across all jurisdictions.
  • Review and monitor workflows and performance metrics to improve turnaround time and operational efficiency.
  • Provide training and mentorship to formalities and support staff.
  • Support internal audits, client reporting, and other administrative functions as required.

Requirements

  • At least 8 years of experience in patent formalities, IP administration, or patent operations, preferably in an IP firm.
  • Diploma or Degree in Law, Science, Engineering, or IP Management; certification in Patent Administration or IP Paralegal Studies is a plus. Equivalent experience in the field of Patents / Intellectual Property will be considered in lieu of a Degree.
  • Experienced in managing and handling high volume of cases.
  • Preferably having experience handling multiple jurisdictions regardless of the jurisdiction.
  • Preferably having experience and understanding in ASEAN patent systems, PCT procedures, and regional filing practices which  is an added advantage.
  • Proven ability to lead and motivate teams in a fast-paced, deadline-driven environment.
  • Proficiency in IP docketing and management software.
  • Excellent command of English, both written and spoken; additional proficiency in a regional language is an advantage.
  • Highly organised, detail-oriented, and capable of managing multiple priorities efficiently.

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