IP Associate

RESPONSIBILITIES:

• Perform technical fulfilment and registry operations for intellectual property matters, with primary focus on trademarks.

• Prepare and review trademark specifications, classifications, applicant information and filing documents.

• Conduct trademark searches, registrability assessments and support the preparation and quality review of Brand Protection Strategy & Risk Reports.

• Prepare and file trademark applications, renewals, assignments, recordals and other procedural matters.

• Monitor MyIPO and other relevant registry updates, retrieve official correspondence and verify all technical information before internal handover.

• Review filing receipts, registration documents, office actions, provisional refusals and other registry correspondence for accuracy and required action.

• Prepare technical analysis, Technical Handover Notes and Client Communication Briefs so Client Success can report accurately without unnecessary back-and-forth.

• Handle technical correspondence with MyIPO, WIPO and foreign associates, including filing instructions, specifications, applicant details, POA requirements and procedural clarifications.

• For overseas matters, verify execution-readiness information including professional fees, official fees, VAT/GST, translation, legalisation, courier/disbursements, currency and quotation validity before commercial escalation where required.

• Review office actions, refusals and hearing decisions, identify the technical grounds, deadlines, available procedural options and whether the matter requires simple instruction, commercial review or a Business Development strategy meeting.

• Attend hearings and prepare accurate internal hearing summaries and next-action notes.

• Maintain accurate technical records, documents, deadlines, statuses, next actions and ownership information in internal systems.

• Resolve technical or registry discrepancies before a matter is marked Ready for Client Reporting.

• Continuously monitor Malaysian and international IP legal, regulatory and registry developments, significant IP cases and foreign-associate updates.

• Contribute legal/IP articles, internal knowledge updates, training materials, SOP improvements, AI/automation ideas and potential new-service opportunities.

• Focus primarily on technical execution and quality. Routine client reporting, WhatsApp communication, payment follow-up and invoice coordination

REQUIREMENTS:

• Bachelor’s Degree in Law, Intellectual Property, Business or a related discipline preferred.

• Prior Intellectual Property / trademark experience is strongly preferred. Candidates with experience in trademark prosecution, MyIPO filings, registry work or IP legal support will have an advantage.

• Strong written English and ability to understand and communicate in Mandarin and Bahasa Malaysia.

• Excellent attention to detail and ability to identify errors in names, specifications, classifications, deadlines, filing documents and registry records.

• Strong research, analytical and critical-thinking skills; able to understand procedural requirements and identify the implications of registry updates.

• Strong ownership and accountability. Must be able to manage deadline-sensitive matters without constant reminders.

• Comfortable working with structured SOPs, checklists, Odoo/CRM systems, Microsoft Office and AI-assisted tools.

• Able to manage multiple technical matters simultaneously while maintaining accuracy and turnaround standards.

• Strong learning agility and genuine interest in developing deep technical expertise in intellectual property.

• Comfortable working independently in a hybrid environment and escalating issues appropriately rather than making unsupported assumptions.

  Special Requirements:

• Enjoys technical, detail-oriented and research-based work rather than primarily sales or client-servicing work.

• Checks own work carefully and does not assume successful filing means the information is correct.

• Takes ownership of deadlines, technical accuracy and registry requirements until the procedural scope is properly completed and handed over.

• Comfortable with deep work and structured execution with minimal unnecessary client communication.

• Proactively researches unfamiliar procedural or legal issues and verifies information before acting.

• Continuously keeps up with IP legal updates, registry changes, cases and overseas developments.

• Willing to contribute to legal articles, internal training, knowledge sharing, SOP improvements and process innovation.

• Recognises commercial triggers in foreign-associate correspondence and escalates fees or unclear cost components for Business Development review before client quotation.

• Do not wait passively for instructions when a technical issue, deadline, discrepancy or risk is identified.

• Values accuracy, reliability, accountability, continuous learning and process improvement.