Trademark Administrator Vacancy – Aspen South Africa

Posted on :

9 Oct, 2013

Category :

General Jobs in South Africa

Specific Outcomes / Accountability:
Provide efficient support to IP Manager and Woodmead Legal Counsel which includes
Assisting with matters in a timely and efficient manner.
Conveniently storing information for ease of access.
Collating and preparing information and files ahead of meetings and TC’s.
Complying with Aspen’s Legal Office Standard Operating Procedure (dated 1.9.2010).
Complying with the Legal Portal Procedures and Required Ways of Working.

Typing, drafting and file maintenance

Accurately drafting correspondence in the correct Aspen format.
Ensure that all correspondence and agreements are accurately filed.
Ensure that working files are conveniently located.
Proactively discern priority of tasks, focus on high priority tasks first.

Responsibility Flexibility and Confidentiality

Taking personal responsibility.
Ensuring utmost confidentiality and professionalism in respect of all matters.
Effectively swap between matters if required due to urgency or changed priority.

Interface with Legal Stream EA’s

Provide support to Legal Stream EA’s by way of answering queries or sharing intellectual property, computer or system knowledge when requested.

Contract Management System (“CMS”)

Managing (tracking and obtaining) signed original agreements.
Uploading to the CMS library.
Attending to and assisting with CMS auditing exercise; and
Attending to renewal instructions / notices as and when instructed by Woodmead Legal Counsel or IP Manager.

Trademark search, filing and prosecution administration

Adhering to the Aspen trademark search flow sheet and agreed WOW (South Africa).
Attending to accurate and timely filing instructions in the agreed format and in accordance with the Trademark Filing Instruction Sheet (South Africa).
Adhering to the Aspen trademark prosecution flow sheet and agreed WOW (South Africa).
Proactively coordinate instructions received from project manager for SSA for new trademark searches and applications with regards to the SSA team’s ‘priority country’ strategy.
Maintaining accurate records on trademark activities and attending to the timely biannual auditing of trademark database in accordance with the accepted WOW.
Submitting a weekly progress report and attending a weekly update meeting/telecall with the IP Manager; and
Accurate and timely invoice management.
Trademark renewals

Take responsibility for trademark renewals in South Africa.
Maintaining accurate records of trademarks to be renewed within the following 12 month period.
Maintaining sufficient funds in CIPC account for the each round of South African trademark renewals.
Attending to correct completion of form TM5s for all outstanding South African renewals, correctly determining renewal costs and arranging for logistics around submission of the forms TM5 at the trademarks office in Pretoria.
Attending to full review of renewal receipts to ensure accuracy.
Maintaining accurate records of South African trademarks which have been renewed; and
Ensuring accurate renewal instructions to external counsel for all non-South African trademark registrations.

Review of marketing material

Attending to a high level review of marketing
and promotional material from an intellectual property (legal) point of view
with a specific focus on.
Whether all possible trademarks in the material are adequately protected in the correct classes.
Correct use of Aspen trademarks as trademarks.
Correct use of the TM and ® symbols with full rights claims where appropriate.
Any potential copyright concerns.
Identifying any rules or terms and conditions which require Legal Counsel input.
Identifying general concerns.
Elevating any intellectual property related concerns to the IP Manager and any general legal concerns to the Legal Counsel for the specific entity.




Ability to plan & organise independently.

Initiating action.

Follow up and time management.

Customer focus.

Quality orientation.

Decision making.

Stress tolerance and conflict resolution.

Problem solving and analytical skills.

Service orientated. High level of integrity.

Ethical values and confidentiality.

Extreme accuracy and attention to detail is a pre-requisite.



Advanced PC literacy on all MS Word applications (including Windows,
PowerPoint, Outlook and Excel).

Minimum typing speed of 75 wpm.

Verbal and written proficiency in the English language.

Methodical implementation skills.

Administrative and organizational skills.

Electronic database manipulation.

Diligent and hard worker.

Ability to prioritise and co-ordinate work.

Qualification and Experience:

Matric. Tertiary qualification will be an advantage.

Proven track record as a senior secretary and typist.

Experience in intellectual property matters with a specific focus on South African trademark prosecution.

A basic understanding of foreign trademark filing and prosecution processes. Experience in trademark matters on the African continent will be an advantage.

Electronic and manual trademark filing and renewals.

Familiarity with legal terminology an advantage.

Business; Processes; Job; Policy and procedure.

Financial understanding.

Systems; Product; Industry; Basic legal sense.

Knowledge of template development is an advantage.

Knowledge/expertise in: automatic numbering, track changes, comments in different formats, automatic cross-referencing, security settings on documents, ability to compare various document drafts essential.

3 Years experience in similar function.

Excellent secretarial and administrative skills.

Relevant experience in a legal practice or corporate environment

Salary: Market Related
Type: Permanent
AA Position: No
Work Level: Skilled
Branch: Gauteng – JHB North


How to Apply

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