We are seeking an organized, proactive, and versatile Office Administrator & HR Specialist to streamline our daily business operations. In this role, you will be the backbone of our firm—managing the front desk, coordinating crucial back-office documentation, handling end-to-end employee lifecycle tasks, and ensuring our IP filing calendars run like clockwork.

Key Responsibilities1. Back-Office & Legal Coordination

- IP Docketing & Tracking : Assist attorneys in maintaining the firm’s master calendar for critical statutory deadlines (e.g., trademark opposition deadlines, patent renewals, and hearing dates).
- Document Management : Maintain physical and digital case files securely, ensuring easy retrieval of client powers of attorney, certificates, and legal briefs.
- Billing & Invoicing Support : Generate client invoices, track pending receivables, coordinate expense receipts, and liaise with the firm's external accountant for monthly tax filings (GST/TDS).
- Data Entry : Precisely update internal case management software with official communications from the IP India portal.

1. Office Administration & Operations

- Vendor Management : Supervise office facility needs, including internet uptime, office cleanliness, printing supplies, and legal stamp paper procurement.
- Scheduling : Coordinate client consultations, manage conference room bookings, and assist senior partners with travel itineraries.

- Human Resources (HR) Support





- Onboarding & Offboarding : Handle the documentation for new hires (offer letters, NDAs, collection of ID proofs) and manage smooth exit processes.
- Attendance & Payroll : Track employee attendance, leave balances, and prepare monthly inputs for payroll processing.
- Employee Engagement : Maintain a positive workplace culture by organizing team birthdays, festive celebrations, and internal firm meetings.

Key Requirements & Qualifications

- Education : Bachelor’s degree in Business Administration, Commerce, Human Resources, or a related field.
- Technical Skills : Proficient in Microsoft Office (Word, Excel) and Google Workspace. Quick adaptability to legal billing or IP docketing software.
- Communication : Fluent verbal and written communication in English and Hindi (Marathi is a robust plus for local vendor/court coordination).
- Attention to Detail : Absolute precision is mandatory; a missed deadline in an IP firm can cost a client their trademark or patent.
- Discretion : Proven ability to handle highly confidential client data and sensitive employee matters with utmost integrity.

What We Offer

- Competitive salary based on experience.
- Exposure to the fast-growing domain of Intellectual Property Rights.
- A collaborative, close-knit, and professional boutique environment.

Pay: ₹15,000.00 - ₹33,033.50 per month

Work Location: In person

📌 Administration Assistant (Thane)
🏢 VEDIC IP
📍 Thane