Document & Intellectual Property (IP) Coordinator

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

About the Role

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

• Assist with the preparation, collation, verification and delivery of IP escrow deposits and associated documentation.
• Review documentation prior to release, ensuring it meets internal quality standards and contractual requirements.
• Assign and maintain IP classifications, ownership information and metadata within the Document Management System.
• Help ensure customer-owned, third-party and licensed intellectual property is appropriately controlled and only used within authorised projects.
• Support IP verification activities, including ownership checks, licence compliance and audits.
• Monitor and report on outstanding or unreleased documents.
• Maintain document repositories and shared storage locations, ensuring approved versions of software and associated documentation are correctly controlled.
• Release and distribute documents and records through the approved Document Management System, maintaining version control and traceability.
• Respond to Document Control and IP queries and escalate issues where appropriate.
• Maintain accurate records and audit trails covering document releases, updates, escrow submissions and IP activities.
• Provide guidance to employees on Document Control processes and best practice.
• Support internal and external audits by providing relevant documentation and evidence.
• Identify opportunities to improve Document Control and IP processes.
• Handle commercially sensitive, customer-confidential and proprietary information appropriately.
• Work in accordance with relevant quality, information security, health & safety and environmental policies and procedures.