Job Description

Roles & Responsibilities

• Maitaining digital and physical China trademark-related files and ensuring they are up to date.

• Inputting and updating information in a shared drive and Excel trademark-related filings, HJ and SK contracts, and payment applications.

• Working closely with the China team staff led by the VP.

• Cross-checking & reviewing all files received from the China head office before handing them over to the dedicated team/before getting the VP’s approval/stamps.

• Coordinating with the Italy team for buying appointments and seasonal item purchases. Creating mark-up prices, and assisting MTM “made to measure” and MTO “made to order” orders of the showroom – Canali Dubai-related

• Perform daily reviews of assigned trademark monitoring reports.

• Track specified trademarks and applicants in internal records.

• Organize and regularly update trademark filing status tables, spreadsheets, and folders.

• Monitor China trademark publication updates and deadlines, and flag items requiring action.

• Assist in preparing, formatting, and organizing documents related to trademark cases.

• Review documents for completeness and consistency (e.g., dates, names, and attachments).

• Organize third-party materials and evidence received from agents or business partners.

• Translate important official documents from Chinese into English for internal records.

• Maintain and organize compliance and case files.

• Track the status of notarization, legalization, and authentication of documents.

• Follow up with internal teams or external agents on missing or pending documents.

• Act as a coordination point between internal teams, Head Office, and subsidiaries.

• Coordinate China visa applications when required.

• Assist in updating standard contract templates and internal forms as instructed.

• Schedule follow-ups and ensure assigned tasks are completed within deadlines.

• Conduct basic administrative research (e.g., collecting firm profiles, service scopes, and contact details).

• Assist in annual or periodic reviews of trademark monitoring arrangements and service providers.

• Support the preparation of simple internal reports and summaries.

Desired Candidate Profile

• Chinese national (mandatory requirement).
• Fluent in Mandarin (written and spoken).
• Good command of the English language, with the ability to converse clearly and professionally in English.
• Ability to translate official documents from Chinese to English accurately.
• Bachelor’s degree in Business Administration, Law, Intellectual Property, or a related field is preferred.
• Minimum 2–4 years of experience in trademark administration, legal support, compliance, or a related administrative role.
• Prior experience handling China trademark filings, monitoring, or coordination with agents is highly preferred.
• Additional training or exposure to trademark administration, legal documentation, or compliance work is an advantage.
• Experience in document control, compliance tracking, and coordination with multiple stakeholders is an advantage.

Skills & Competencies

• Strong administrative and organizational skills with high attention to detail.
• Ability to track deadlines, follow up on pending items, and manage multiple tasks simultaneously.
• Proficiency in MS Office (Excel, Word, Outlook); ability to maintain structured spreadsheets and filing systems.
• Good coordination and communication skills to liaise with internal teams, Head Office, subsidiaries, and external agents.
• Basic research skills for collecting firm profiles, service scopes, and business information.
• Ability to handle confidential documents with discretion and professionalism.