Senior Patent Filing Specialist

🏗 We're Hiring: Senior Patent Filing Specialist

📍 Location: United Arab Emirates (Remote)

🕒 Employment Type: Full-Time

💼 Experience Level: Mid-Level to Senior

🌐 Work Arrangement: Fully Remote

About Us

We are a construction-focused organization committed to delivering complex projects through engineering innovation, intellectual property protection, technical excellence, and disciplined project management. Our distributed teams work across Project Management, Construction, Engineering, Procurement, Commercial, Legal, Finance, Human Resources, Research and Development, Design, Quality, HSE, Consultants, Contractors, Suppliers, Logistics, Administration, Information Technology, and Executive Leadership. We value innovation, accurate intellectual property documentation, regulatory compliance, confidentiality, and effective protection of proprietary technologies to strengthen our competitive position and support sustainable business growth.

The Role

We are seeking an experienced Senior Patent Filing Specialist to coordinate and manage patent filing administration, application documentation, filing schedules, prosecution support, patent portfolio records, and communications with external patent attorneys and intellectual property offices. The successful candidate will work closely with Legal, Engineering, Research and Development, Technical Design, Compliance, and external intellectual property professionals to ensure patent applications are accurately prepared, submitted, tracked, and maintained throughout their lifecycle.

This role requires strong knowledge of patent filing procedures, intellectual property documentation, application management, deadline tracking, and technical document coordination. The ideal candidate will support domestic and international patent filings, invention disclosure administration, patent formalities, office action coordination, portfolio maintenance, and continuous improvement of patent filing processes while maintaining strict confidentiality over proprietary inventions and technical information.

Key Responsibilities

• Coordinate patent filing activities for inventions, technologies, engineering solutions, technical processes, and other potentially patentable innovations.
• Manage administrative workflows for patent applications from initial invention disclosure through filing, prosecution support, grant, renewal, and portfolio maintenance.
• Coordinate with internal inventors, engineers, researchers, designers, and technical specialists to collect information required for patent applications.
• Maintain structured processes for receiving, reviewing, documenting, and tracking invention disclosures.
• Ensure invention disclosure records contain the required technical descriptions, inventor details, supporting documents, diagrams, and relevant development information.
• Coordinate preliminary documentation checks to identify missing information before transferring invention materials to patent attorneys.
• Maintain accurate records of invention submission dates, internal review milestones, filing instructions, and application status.
• Work with Legal Counsel and qualified patent attorneys to coordinate the preparation and submission of patent applications.
• Compile and organize technical specifications, drawings, claims-related materials, abstracts, supporting statements, and other application documents as instructed by patent professionals.
• Verify that application documents meet the applicable administrative, formatting, file type, naming, and submission requirements.
• Check document consistency across application forms, inventor declarations, assignment records, technical descriptions, and supporting materials.
• Coordinate document revisions and ensure the latest approved versions are provided to authorized patent attorneys and filing agents.
• Maintain version control for patent application drafts, technical drawings, correspondence, and supporting documentation.
• Coordinate patent filings with relevant intellectual property offices in the United Arab Emirates and other jurisdictions as directed by Legal Counsel.
• Support international patent filing strategies and administrative coordination involving applicable national, regional, and international filing systems.
• Assist with documentation for Patent Cooperation Treaty applications and subsequent national phase entries where applicable.
• Track jurisdiction-specific filing requirements, submission dates, priority deadlines, and procedural milestones.
• Coordinate with external patent agents to obtain jurisdictional requirements, filing confirmations, fee estimates, and supporting documentation.
• Maintain an accurate patent filing calendar covering application deadlines, priority dates, national phase deadlines, examination milestones, and maintenance obligations.
• Monitor upcoming deadlines and provide timely reminders to Legal Counsel, patent attorneys, inventors, and relevant business stakeholders.
• Escalate missing documents, delayed approvals, unresolved filing instructions, and potential deadline risks promptly.
• Maintain records of filing receipts, application numbers, official acknowledgments, fee payments, and other evidence of successful submissions.
• Verify that patent application details are accurately recorded following submission.
• Update internal patent registers and portfolio management systems with new applications, procedural developments, and relevant official communications.
• Coordinate the administration of provisional applications and other preliminary filing arrangements where applicable and approved by patent professionals.
• Support the preparation and filing of priority documents, certified copies, inventor declarations, assignments, powers of attorney, and other required formalities.
• Track the status of signatures, notarization, legalization, translation, and certification requirements when applicable.
• Coordinate with inventors and authorized company representatives to obtain executed documents within required timeframes.
• Maintain complete records of inventor identities, ownership information, employment-related invention documentation, and assignment status.
• Coordinate with Human Resources and Legal teams regarding invention ownership documentation arising from employment, consultancy, or contractual arrangements.
• Support the identification and documentation of inventors based on information provided and validated by qualified patent professionals.
• Ensure all inventor and applicant information is entered accurately into filing documents and portfolio records.
• Assist patent attorneys with administrative coordination of examination reports, office actions, formal objections, and other official communications.
• Record official communication dates and calculate or track response deadlines according to instructions from authorized patent professionals.
• Route office actions and related correspondence to the responsible patent attorney or internal legal contact promptly.
• Coordinate the collection of technical clarifications, supporting evidence, revised drawings, and other materials required for patent prosecution.
• Track the preparation, review, approval, and submission status of responses to patent office communications.
• Maintain complete records of submitted responses, amended documents, official notices, and related correspondence.
• Support patent prosecution workflows without independently providing legal opinions or making substantive patentability decisions.
• Coordinate requests for amendments, corrections, translations, and other application updates under the direction of patent attorneys.
• Maintain records of changes to application details, applicant information, inventor details, and ownership records.
• Support the administrative preparation of continuation, divisional, national phase, and related applications where applicable.
• Coordinate filing instructions for patent applications arising from related inventions, improved technologies, or additional technical developments.
• Maintain cross-references between related applications, priority claims, family members, and associated technical records.
• Support patent family tracking across jurisdictions and maintain accurate relationships between corresponding applications.
• Monitor patent grant notifications and coordinate the collection and storage of issued patent certificates and official grant documentation.
• Update portfolio records when applications are granted, refused, withdrawn, abandoned, transferred, or otherwise change status.
• Coordinate patent maintenance and annuity administration with external patent agents and authorized internal stakeholders.
• Maintain renewal calendars and ensure upcoming maintenance fee obligations are communicated well in advance.
• Track maintenance fee instructions, approvals, payment confirmations, and official acknowledgments.
• Escalate renewal decisions requiring business, legal, or financial approval before applicable deadlines.
• Support the review of inactive, abandoned, expired, or commercially unnecessary patent applications in accordance with approved portfolio management decisions.
• Maintain a comprehensive inventory of pending applications, granted patents, abandoned matters, and other relevant patent assets.
• Coordinate periodic patent portfolio reviews with Legal, Engineering, Research and Development, Finance, and senior management.
• Prepare portfolio reports covering filing activity, application status, upcoming deadlines, jurisdictional coverage, maintenance obligations, and administrative risks.
• Maintain reliable records of patent-related costs, including filing fees, examination fees, translation expenses, agent fees, and maintenance charges.
• Coordinate with Finance and Procurement to process approved invoices, purchase orders, fee payments, and external service provider documentation.
• Monitor patent filing expenditure against approved budgets and report material discrepancies to relevant stakeholders.