About Wellspring

Wellspring Worldwide Inc. is a global provider of software and services that support the full innovation and intellectual property (IP) lifecycle, with a strong focus on technology transfer, IP management, and commercialization. Wellspring helps organizations move ideas from discovery to impact by providing integrated platforms that manage inventions, patents, agreements, and research portfolios in one connected ecosystem. Its solutions are widely used by over 500 clients globally including; universities, research institutions, corporations, and government agencies, to meet all of their innovation and IP management needs.

Astria, Wellspring’s software-enabled IP renewals solution, is designed to simplify and de-risk the management of patent annuities and IP renewal payments worldwide. Astria combines a dedicated IP renewals platform with expert-led managed services, giving clients clear visibility of deadlines, costs, and instructions while ensuring high data accuracy through proactive checks against patent office records. The solution supports flexible renewal decision-making, bulk processing, and practical invoicing (including LEDES), and integrates with other Wellspring platforms to eliminate double docketing. Astria is aimed at organizations with complex IP portfolios—particularly universities, public research organizations, and corporates—seeking greater control, transparency, and confidence in their IP renewals operations

With a growing client base in North America and over 35,000 IP rights being managed, the Astria team at Wellspring is looking to appoint a new team member based on the US East-Coast.

Job Description and Requirements

We are seeking a solution-focussed IP Administration manager, with a proven background in patent renewals, an eye for detail and customer-focussed, can-do philosophy. The job holder will work closely with high-performing, experienced formalities and IP team in the UK and other Wellspring colleagues in the US.

Key Responsibilities by Function

Client Onboarding

• Act as main contact for implementing Astria clients and delivering ongoing service.
• As part of a team in the UK and US, coordinate the receipt of new client IP data and meticulously check each key patent, design and IP data point for accuracy against respective patent and trademark offices (PTOs)
• Work with the clients to cleanup IP data, as part of onboarding processes
• Configure the client setup and work with team to make clients’ Astria accounts live

Service Delivery & System Support

• Address day-to-day client service delivery queries about the Astria online portal and service and support escalated concerns.  Support will be provided where there are customer concerns or queries that are escalated and need resolving.
• Assist with the management IP renewals database for renewals clients and country rules.  Supporting the team with the management of the Astria system and database for IP renewals clients – the system is unique to Astria and training will be provided.
• Contribute to system and process improvements.  Contribute and input on matters related to improvements to the Astria renewals system, processes, and service delivery
• Engage actively in team goals and vision.

Data Review & Quality Assurance

• Lead receipt and checking of client renewals data via Astria, Sophia or Evolve integration(s)
• Monitor backend performance, ensuring robust country rules and data checks.
• Report any improvements or fixes to management promptly.

Renewal Instructions & Payments

• Work with the team to process client renewal instruction orders based on system and process guidelines
• Work with the team to review, prioritize and confirm payments direct to Patent & Trademark Offices (PTOs) or Channel Partner, according to SOPs.

The successful candidates must have a demonstrable, practical knowledge of patent renewals, and how they differ due to country rules and excellent communication skills.

We are seeking individuals who are organised, proactive and have exceptional attention to detail. Previous experience of working within an IP renewals company or Attorney firm is essential.

The job presents an opportunity for an individual with a few years work experience who is keen to enhance their IP knowledge, whilst working with many different research and commercial organisations. All of this whilst working in a dynamic, friendly and growing multinational company.

Essential Skills & Experience

• Practical experience of working on patent renewals directly either with a Service Provider or within an IP Attorney Firm
• Excellent verbal and written communication skills
• Advanced working knowledge of MS Excel
• Self-motivated with ability to prioritise tasks
• Good organisation and time management skills, detail orientation and ability to multi-task
• Willingness to learn
• Demonstrable initiative and capable of working independently with minimal supervision

Additional Skills & Experience

The following work experience or skills are welcome but not essential for the role:

• Academic background in intellectual property or demonstrable experience as a foreign patent paralegal, a key advantage
• Experience of cross-checking patent, design and trademark data through online patent and trade mark office (PTO) registers
• Advanced training in MS Excel
• Trademark renewals
• Plant Variety renewals