Full Time IP (Intellectual Property) Administrator Jobs, salary up to MYR 4,000 in QUALITY ORACLE SDN. BHD. Mutiara Damansara - Ricebowl

About the Role

Quality Oracle is a boutique intellectual property and corporate services firm with over 30 years of history serving local and international clients. We handle trademark, patent, industrial design, copyright, and related matters across Malaysia and a wide network of overseas jurisdictions.

We are looking for an IP Administrator who is organised, systems-oriented, and takes ownership of their work. This is a hands-on operational role at the centre of our IP filing and prosecution workflow, you will be the person who ensures nothing falls through the cracks.

The right candidate is comfortable working within structured processes, proactive about flagging issues before they become problems, and genuinely interested in building a career in IP services.

Key Responsibilities

1. IP Filing & Prosecution Administration

• Assist in the preparation and filing of patent, trademark, industrial design, and other intellectual property applications.
• Prepare, review, and process filing forms, official documents, and supporting materials.
• Monitor prosecution progress and ensure all actions are completed within stipulated deadlines.
• Track renewal, maintenance, and response deadlines to ensure timely submissions.
• Maintain accurate records of all filing and prosecution activities.

2. Docketing & Records Management

• Update and maintain the firm's IP management system and databases.
• Ensure client records, correspondence, and filing documents are properly organised and archived.
• Monitor incoming official communications and update case statuses accordingly.
• Generate reports and status updates for internal teams and clients as required.

3. Client & Stakeholder Coordination

• Liaise with clients to obtain instructions, supporting documents, and necessary information.
• Coordinate with intellectual property offices, foreign associates, agents, and other relevant stakeholders.
• Respond to routine procedural queries and provide updates on application statuses.
• Assist in preparing client correspondence and official communications.

4. Administrative Support

• Prepare engagement documents, forms, and standard correspondence.
• Support billing and invoicing processes related to IP matters.
• Assist with document management, filing, and general office administration.
• Ensure compliance with internal procedures, quality standards, and regulatory requirements.

5. Process Improvement & Team Support

• Support the implementation and maintenance of administrative procedures and best practices.
• Assist team members on various IP-related administrative projects when required.
• Contribute to maintaining efficient workflow and operational effectiveness within the department.

Requirements

• Diploma or Bachelor's Degree in Law, Business Administration, Management, or a related field.
• Prior experience in intellectual property, legal administration, corporate secretarial, professional services, or administrative support roles will be an added advantage.
• Strong administrative, organisational, and time management skills.
• Excellent attention to detail with a high level of accuracy.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Proficient in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Strong sense of responsibility, initiative, and professionalism.
• With a clear interest in building a long-term career in the Intellectual Property industry.

Why Join Us?

• Direct exposure to local and international IP matters across multiple practice areas from day one
• Work within a modernised, tech-enabled operation with purpose-built workflows
• Small, close-knit team where your contribution is visible and your growth is supported
• Access to experienced IP professionals and a network of regional and international associates
• Be part of a growing organisation that values learning, quality, and continuous improvement.

Pay: RM3,000.00 - RM4,000.00 per month

Application Question(s):

• How much will you be expecting for your basic salary?

Work Location: In person