Operations and Administrative Specialist

Job Description

Job Description

Position Overview

• Job Title: Operations & Administrative Specialist
• Schedule: Full-Time
• Location: San Francisco Bay Area (Hybrid Role)
• Pay Range: $100,000 – $140,000, commensurate with experience + comprehensive benefits

The Role

We are seeking an organized, self-driven Operations Administrative Specialist to join our team full-time. In this role, you will own our essential back-office workflows - specifically client legal billing, accounts payable, and Paychex/HR administration - while also providing vital support to our intellectual property docketing team.

This is an ideal position for an experienced professional looking for a high-impact, core operational role where you can take complete ownership of administrative, financial, and docketing workflows in a dynamic, growing firm.

Core Responsibilities

1. Legal Billing & Accounts Receivable (A/R)

• Client & Matter Maintenance: Establish and maintain accurate client and matter billing information, including billing contacts, addresses, matter numbers, preferences, and special instructions.
• Pre-Bills Invoicing: Prepare and review client invoices and pre-bills for accuracy (time entries, expenses, matter info) for U.S. and foreign patent and trademark matters. Apply client-specific billing arrangements, discounts, and guidelines.
• Electronic Billing: Generate and distribute final invoices, use appropriate electronic billing portals, and correct/resubmit rejected e-invoices as necessary.
• Expense Management: Enter and allocate client-related expenses (filing fees, foreign associate charges, vendor expenses). Maintain documentation like receipts and government fee records.
• Discrepancy Resolution: Research and resolve billing discrepancies, follow up on missing time/approvals, and assist with periodic internal financial reports.

2. Accounts Payable (A/P)

• Invoice Tracking: Receive, record, and track vendor and A/P invoices using the firm & tracking spreadsheet and related records.
• Routing & Follow-Up: Route invoices for review/approval/payment, follow up on outstanding items, and ensure client-billable expenses are accurately transferred to the billing system.

3. Client Communications & Support

• Inbox & Inquiry Monitoring: Routinely monitor, manage, and triage client communications to ensure inquiries are addressed promptly and channels remain up-to-date.
• Client Liaison Support: Serve as a responsive point of contact for routine client administrative matters, coordinating closely with attorneys and specialists to keep lines of communication seamless.

4. HR & Paychex Administration

• Team Collaboration: Support the current HR team where needed, assisting with personnel administration, onboarding records, payroll processes (Paychex), or general employee support as operational needs require.

5. Docketing Support

• IP Administration: Provide reliable, detail-oriented administrative support to the firm’s docketing team, helping track deadlines, patent/trademark filings, and correspondence.

Qualifications & Skills

• Experience: 3+ years of experience managing legal billing, client support/communications, small-business payroll or HR support functions, and general administrative workflows. Previous law firm or IP boutique administrative/docketing experience is strongly preferred.
• Time Management & Organization: Exceptional prioritization skills and follow through. You are a disciplined self-starter who can manage recurring deadlines, multiple client matters, and active communication channels simultaneously.
• Tech-Savvy: Strong proficiency with legal billing software (e.g., Bill4Time, QuickBooks), Paychex, Microsoft Excel, Word, and Outlook. Familiarity with IP docketing software or document management systems is a plus.
• Communication: Clear, professional written and verbal communication skills with a sharp eye for detail and grammar (crucial for client-facing correspondence, invoices, and financial records).
• IP Familiarity (Highly preferred): Familiarity with patent and trademark terminology, USPTO rules/fees, and IP-related filing expenses is a significant plus.

What We Offer

• Compensation: Competitive salary of $100,000 – $140,000, commensurate with experience, with comprehensive full-time benefits package.
• Culture: A high-impact, collaborative environment working alongside top-tier IP strategists without BigLaw bureaucracy, offering great autonomy over your workflow.

Are you ready to streamline impactful operations for an industry-leading IP boutique?

Please submit your resume and a brief note detailing your relevant experience.

Firm Overview
SankerIP is a specialized intellectual property boutique focused on high-stakes patent prosecution and IP strategy for complex technologies, including artificial intelligence, machine learning, software, semiconductor devices, and cybersecurity. We provide clients with sophisticated, litigation-ready patent portfolios without the bureaucracy and overhead of traditional BigLaw.
Recognized in IAM Strategy 300 (2026) and ranked by Chambers (2025–2026) for AI and IP, the firm’s founder is a former Morgan Lewis partner with nearly two decades of BigLaw experience (Ph.D. in Mathematics, J.D. from UC Berkeley). Strong performers at SankerIP enjoy direct access to mentorship, accelerated career growth, and an uncapped path toward equity and firm leadership.

Company Description

Firm Overview\r\nSankerIP is a specialized intellectual property boutique focused on high-stakes patent prosecution and IP strategy for complex technologies, including artificial intelligence, machine learning, software, semiconductor devices, and cybersecurity. We provide clients with sophisticated, litigation-ready patent portfolios without the bureaucracy and overhead of traditional BigLaw.\r\nRecognized in IAM Strategy 300 (2026) and ranked by Chambers (2025–2026) for AI and IP, the firm’s founder is a former Morgan Lewis partner with nearly two decades of BigLaw experience (Ph.D. in Mathematics, J.D. from UC Berkeley). Strong performers at SankerIP enjoy direct access to mentorship, accelerated career growth, and an uncapped path toward equity and firm leadership.