IP Docketing specialist

Job Description

Job Description

IP Docketing Specialist

Location: Brookfield, WI, Madison, WI, and Minneapolis, MN . 
Job Type: Full-Time(Hybrid)

Job Summary

We are seeking a detail-oriented and experienced IP Docketing Specialist to support intellectual property attorneys and legal teams in managing patent and trademark prosecution matters . This role combines legal administrative support with high-level docketing responsibilities , ensuring all IP deadlines and filings are accurately tracked and maintained.

The ideal candidate will have strong knowledge of U.S. and foreign patent and trademark prosecution procedures , excellent organizational skills, and experience working in a fast-paced intellectual property law environment .

Key Responsibilities

• Maintain and manage IP docketing systems and databases for patent and trademark matters.
• Accurately input, update, and track filing dates, official deadlines, responses, annuity/maintenance fees, and prosecution events .
• Calculate and monitor U.S. and international patent and trademark deadlines to ensure timely compliance.
• Review incoming correspondence from the USPTO, foreign associates, clients, and outside counsel and docket all relevant deadlines.
• Prepare and distribute docket reports, deadline reminders, and status updates to attorneys and legal staff.
• Monitor ongoing patent and trademark prosecution activities to ensure all deadlines are met.
• Coordinate with attorneys, paralegals, foreign associates, and clients regarding upcoming deadlines and required actions .
• Maintain accurate electronic and physical intellectual property files and records .
• Assist with patent and trademark filings, renewals, maintenance fees, and related prosecution tasks .
• Perform regular quality control checks to ensure docketing accuracy and data integrity.
• Identify and escalate any docketing discrepancies, conflicts, or potential missed deadlines .
• Provide general legal administrative support to attorneys and IP teams as needed.
• Support overall IP prosecution workflow and case management .

Qualifications

• Previous experience as an IP Legal Assistant, IP Docketing Specialist, Patent Docketing Specialist, Trademark Docketing Specialist, or IP Paralegal .
• Strong understanding of patent and trademark prosecution processes and deadlines .
• Experience with U.S. and foreign IP docketing systems preferred.
• Familiarity with USPTO procedures, patent maintenance fees, annuities, extensions, and prosecution timelines .
• Experience using IP docketing software and legal case management systems .
• Excellent attention to detail, organizational skills, and ability to manage multiple deadlines .
• Ability to handle a high-volume docket with accuracy and efficiency .
• Strong written and verbal communication skills .
• Ability to work independently and collaboratively with attorneys, paralegals, and clients .
• Proficiency in Microsoft Office (Word, Excel, Outlook) and legal/IP databases .
• Prior experience in an intellectual property law firm or corporate legal department strongly preferred.

Preferred Skills

IP Legal Support | IP Docketing | Patent Prosecution | Trademark Prosecution | USPTO | Foreign Filing Deadlines | Patent Maintenance Fees | Annuities | Deadline Management | Legal Case Management | Docketing Software | Microsoft Office | Legal Administration | Attention to Detail