TM Renewal Processing Clerk

Adams Adams • Other • Pretoria, Gauteng, South Africa • $50 - $200 / year • 3d ago

Duties and responsibilities

Certificates
- Receive recordal, renewal and restoration certificates for recordkeeping
- Sort certificates by country and registration number
- Check received certificates for correctness
- Attach correct recordal, renewal and restoration certificates to relevant Patricia record
- Check CMS for payment of renewal invoice and courier charges before dispatching documents to client
- Update Patricia action terms
- Report outstanding renewal invoice to client
- Report electronic certificates to client
- Generate/prepare correspondence to accompany certificates
- Follow up on outstanding certificates via batch runs
- Diarise files and electronic database for outstanding amended certificates
- Advise local partner in country of filing of error(s) on recordal, renewal and restoration certificates
- Return incorrect recordal, renewal and restoration certificates to local partners for correction, after consultation to confirm errors
Renewal reminders
- Process reminder letters
- Run renewal batches
- Ensure reminders are generated and sent to clients timeously
- Assist with staff queries and problems related to renewal reminders
- Check that client/applicant and/or instructing agent information is correct
- Check that email, physical address and account number of client/instructing agent is correct
- Ensure sent items are saved to electronic database
- Perform Google search for any undelivered email reminders to find the correct email address
- Attend to late renewal reminders
- Check database for supporting documents and consult with other departments before sending late renewal reminders where necessary
Record keeping
- Accurately capture and update data on relevant electronic systems as required
- File paper and electronic documentation and correspondence immediately and accurately according to departmental and firm policies and procedures
- Keep relevant electronic databases updated at all times
- Scan official documents and save to electronic database
- Draft email responding to client queries as required
- Send response when applicable
Quotations
- Prepare courier quotations for vetting by partner
- Advise client of relevant courier cost involved to dispatch certificate(s)

Skills and knowledge

Computer literate – MS Office (Excel & Outlook in particular)
Communication skills, both written and verbal, at all levels of the organization
Ability to focus on detail
Ability to work individually and as part of a team
Ability to work with numbers to convert currencies correctly
Knowledge of the renewal process would be an advantage
Relevant database functions (Patricia, NetDocs, etc)
Patricia (Trade Marks) and Aderant (CMS) accounting are advantageous
Converting currencies

Qualification/s

Grade 12/Matric
Data capturing/updating electronic records
Work in a similar environment

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