Document and IP Coordinator

Document & IP Coordinator

The Role

A leading technology and engineering organisation is looking for a Document & Intellectual Property (IP) Coordinator to join its Service Delivery team.

Reporting to the Service Delivery Team Leader, you will provide administrative and operational support across Document Control and Intellectual Property activities. This includes reviewing, releasing, distributing and tracking controlled documentation, as well as helping to protect intellectual property assets in line with internal standards, customer requirements and contractual obligations.

This role would suit someone with strong attention to detail who has experience within administration, document control, records management, compliance or another process-driven environment.

Key Responsibilities

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Assist with the preparation, collation, verification and delivery of IP escrow deposits and associated documentation.

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Review documentation prior to release, ensuring it meets internal quality standards and contractual requirements.

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Assign and maintain IP classifications, ownership information and metadata within the Document Management System.

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Help ensure customer-owned, third-party and licensed intellectual property is appropriately controlled and only used within authorised projects.

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Support IP verification activities, including ownership checks, licence compliance and audits.

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Monitor and report on outstanding or unreleased documents.

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Maintain document repositories and shared storage locations, ensuring approved versions of software and associated documentation are correctly controlled.

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Release and distribute documents and records through the approved Document Management System, maintaining version control and traceability.

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Respond to Document Control and IP queries and escalate issues where appropriate.

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Maintain accurate records and audit trails covering document releases, updates, escrow submissions and IP activities.

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Provide guidance to employees on Document Control processes and best practice.

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Support internal and external audits by providing relevant documentation and evidence.

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Identify opportunities to improve Document Control and IP processes.

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Handle commercially sensitive, customer-confidential and proprietary information appropriately.

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Work in accordance with relevant quality, information security, health & safety and environmental policies and procedures.

Key Requirements

Essential:

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Minimum of 5 GCSEs or equivalent, including English.

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Strong Microsoft Office skills, particularly Word, Excel and Outlook.

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Experience within an administrative, document control, records management, compliance or similar role where accuracy is important.

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Experience working within defined processes, procedures and controlled systems.

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Excellent attention to detail and record-keeping skills.

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Ability to organise and prioritise workloads to meet deadlines.

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Strong written and verbal communication skills.

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Comfortable working with confidential and commercially sensitive information.

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Ability to build effective working relationships with different stakeholders.

Desirable

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A-Levels or equivalent.

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Advanced Microsoft Word and Excel skills.

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Experience using SharePoint or an electronic Document Management System (DMS).

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Previous experience within document control, configuration management, quality assurance or intellectual property administration.

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Understanding of document version control and records management principles.

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Experience working within an ISO 9001 or similarly regulated quality environment