We are seeking an experienced IP Client Administrator (Patent) to support assigned clients and practitioners in domestic patent prosecution matters. This role is responsible for preparing legal documents, maintaining docketing systems and files, coordinating with internal teams and clients, and ensuring data integrity across IP systems.
The ideal candidate is highly organized, detail-oriented, and able to operate independently in a fast-paced, service-focused law firm environment.
Key Responsibilities
Client & Practice Support
- Build and maintain positive working relationships with assigned clients to ensure efficiency and satisfaction.
- Serve as a liaison between clients, practitioners, and internal teams.
- Provide administrative and practice support to practitioners and clients as needed.
Patent Prosecution Support
- Prepare legal documents, reports, and correspondence related to domestic patent prosecution.
- Prepare and file documents with the USPTO.
- Assist practitioners with managing their patent dockets in accordance with firm procedures.
- Review incoming correspondence (mail, email, docket notifications, client instructions) and take appropriate action.
Data & File Management
- Maintain electronic files, records, and databases related to clients’ intellectual property.
- Ensure accuracy, organization, and compliance with firm policies and procedures.
- Support the development and maintenance of standard operating procedures, manuals, and client reference materials.
Process Improvement & Training
- Identify opportunities to improve client processes and implement enhancements.
- Provide guidance and training to firm personnel on client-specific procedures.
- Assist with training development and knowledge sharing within the team.
Communication & Collaboration
- Communicate effectively with clients, practitioners, and internal teams via phone and email.
- Coordinate with colleagues and departments to ensure timely completion of work.
- Maintain open communication with supervisors and stakeholders regarding client needs.
Additional Support
- Conduct research using internal resources, legal references (e.g., MPEP), and the USPTO website.
- Participate in pilot programs, system testing, and product implementations.
- Support special projects and departmental initiatives.
- Mentor or assist in training junior team members when needed.
Qualifications
- Bachelor’s degree preferred
- 3–6 years of domestic patent prosecution experience in a law firm or professional services environment (law firm preferred)
- Strong understanding of USPTO procedures, patent prosecution terminology, and workflows
- Excellent written and verbal communication skills
- Strong organizational skills with high attention to detail
- Ability to manage multiple tasks and prioritize effectively
- Strong critical thinking and problem-solving abilities
- Proficiency in:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- IP management / docketing software
