IP Client Services Coordinator

Job Description

IP Client Services Coordinator

A nationally recognized law firm is seeking an experienced IP Client Services Coordinator to support a sophisticated patent prosecution practice. This position serves as a key liaison between attorneys, clients, foreign associates, and internal teams, ensuring the smooth management of patent portfolios, prosecution activities, deadlines, reporting, and client communications.

Responsibilities

Patent Portfolio & Matter Management

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• Coordinate the intake and onboarding of new patent matters, including gathering instructions, reviewing disclosures, and ensuring all required information is obtained.
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• Support U.S. and international patent prosecution activities, including application filings, office action responses, information disclosure statements, continuation and divisional applications, and issue fee matters.
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• Monitor active portfolios and work closely with attorneys and clients to ensure timely completion of prosecution-related tasks.
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Docketing & Deadline Management

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• Maintain and monitor patent dockets to ensure compliance with client requirements, USPTO regulations, and internal procedures.
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• Track statutory and client-imposed deadlines and proactively escalate potential issues.
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• Prepare and maintain portfolio reports, prosecution status updates, and other tracking tools.
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Client Service & Reporting

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• Serve as a primary point of contact for patent prosecution support matters.
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• Prepare recurring reports, status updates, and portfolio summaries for clients and legal teams.
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• Coordinate meetings, action items, follow-up communications, and implementation of client instructions.
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Billing & Financial Administration

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• Monitor billing requirements, budgets, accruals, estimates, and client-specific invoicing procedures.
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• Partner with attorneys and accounting personnel to resolve billing issues, invoice rejections, and financial inquiries.
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• Ensure timely completion of client financial reporting requirements.
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Foreign Filing Coordination

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• Assist with foreign filing license requests and international prosecution activities.
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• Coordinate communications with foreign associates regarding filings, instructions, reporting, and invoices.
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• Maintain relevant patent office and client system access, records, and administrative information.
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Training & Process Improvement

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• Provide guidance and training on client-specific procedures, workflows, and patent prosecution requirements.
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• Support process improvement initiatives designed to enhance efficiency, accuracy, and client service.
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• Act as a resource for team members and assist with overflow work and special projects as needed.
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Qualifications

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• Bachelor's degree preferred; relevant experience may be considered in lieu of formal education.
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• 5+ years of patent prosecution experience, including exposure to foreign patent prosecution.
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• Strong knowledge of U.S. patent prosecution procedures, USPTO practices, and PCT filings.
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• Experience working with patent docketing systems and client management platforms.
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• Advanced proficiency with Microsoft Outlook, Word, and Excel.
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• Exceptional organizational, analytical, and problem-solving skills.
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• Ability to manage multiple priorities in a deadline-driven environment.
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• Strong written and verbal communication skills with a client-service mindset.
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• Demonstrated attention to detail, professionalism, and accountability.
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