Sales Support & IP Coordinator

Location: Huntingdon / Cambridge

Department: Commercial

Level: IC1

About Xaar

Inkjet Innovator. Trusted Partner. Sustainable Future. Xaar is here to create a world where you can print anything you can imagine.

For more information, visit www.xaar.com.

Xaar Values:

Xaar has defined 5 values which are vital to our business; each represents an area of essential importance to us. Their existence is intended to guide difficult decisions and shape behaviour.

Creative – we push the boundaries of what’s possible

Collaborative – everyone is a partner; we help each other freely and willingly

Innovative – we always strive to constantly improve

Integrity – we deliver on our promises

Passion – we care about our technology, our products, our partners and each other

Purpose of Role:

To provide dedicated support to the sales team and manage intellectual property (IP) administration, ensuring accurate documentation, compliance, and efficient coordination of IP-related processes. The role acts as a key link between commercial teams, legal/IP specialists, and external partners, while also assisting with sales operations such as order processing, reporting, and customer communication. By maintaining organized records and facilitating IP portfolio management, this position helps protect the company’s assets and supports business growth.

Key Accountabilities:

On a typical day you’ll be expected to:

•  Assist customers by creating and issuing up-to-date quotations for our entire product portfolio as well as following up with the customers on quotations that have been issued. 
• Responsible for loading and managing customers sale orders, while being accurate and efficient by acknowledging the order and confirming shipment dates.
• Send payment reminders to customers for orders that require pre-payments to avoid delays.
•  Review, input and maintain data within Salesforce.
• Organise the installation of products with both the customer and the engineers. 
•  Assist with the creation and maintenance of business reports.
• Complete the administration for products that need to be repaired or replaced when needed. 
•  Assist with holiday cover for group sales support and admin colleagues.
•  Maintain accurate records of patents, trademarks, copyrights, and trade secrets.
• Track filing deadlines, renewals, and maintenance requirements.
• Maintain filing systems, databases, and records for easy retrieval.
• Coordinate with external counsel on filings, oppositions, and enforcement actions.
•  Prepare and review IP-related documents, contracts, and agreements.
• Ensure compliance with international IP laws and regulations.
•  Support audits and reporting requirements for IP assets.
• Conduct trademark and patent searches to identify potential conflicts.
• Monitor competitor activity and industry trends related to IP.
•  Liaise with R&D, marketing, and product teams to maintain IP portfolio.
• Support training initiatives to raise awareness of IP policies across the organization.
• And any other duties commensurate with the level of the role.

Key Internal Relationships:

C-suite, Sales Director, Sales Support and Analysis Manager, Sales Support Coordinator, Product Manager, Business Development Manager, Factory Planner, Shipping Coordinator, Finance Operations Manager, Field Application Manager, Director of Technology.

Person Specific:

• Effective communication skills, both written and verbal, with the ability to liaise confidently with internal teams and external stakeholders.
• Ability to work independently and as part of a team in a fast-paced environment.
• Excellent time management skills and personal organisation
• Ability to handle confidential information with discretion and integrity.
• Highly organized and methodical approach to work.
• Proactive and solution-oriented mindset.
• Strong interpersonal skills and a collaborative attitude.
• Ability to maintain confidentiality and handle sensitive information.
• Resilient under pressure with a commitment to delivering high-quality outcomes.
• Strong attention to detail and accuracy in data entry and documentation.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.

Experience of:

• Experience of using Salesforce in any capacity preferred but not required
• Experience working within a team which is cross-functional and/or international
• Proven experience in a sales support, administrative, or coordination role within a commercial environment.
• Strong understanding of intellectual property (IP) processes, including trademarks, patents, and licensing administration.
• Previous experience in IP portfolio management or working with legal/IP teams.
• Knowledge of international IP regulations and compliance requirements.
• Familiarity with ERP systems and reporting tools.

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