Docketing Specialist

Overview

An Intellectual Property Services department is seeking a Docketing Specialist to join the IP Docketing team. This remote position primarily involves docketing related to U.S. and international trademarks, including enforcement, prosecution, copyright, and other trademark-related matters. The role reports to the IP Docket Manager and is ideally suited for candidates residing on the West Coast.

Responsibilities

• Coordinate with trademark attorneys and paralegals to ensure all docket items are cleared daily and deadlines are met promptly.
• Proactively review upcoming deadlines, including daily and next-day due dates, collaborating with matter personnel to confirm timely completion of required actions.
• Monitor aging docket items and follow up with attorneys, paralegals, and other stakeholders to resolve outstanding deadline-related issues.
• Review and docket new matters and correspondence to/from the USPTO or foreign agents.
• Serve as a subject matter resource on FoundationIP, ensuring accurate docket maintenance, data integrity, and adherence to established docketing procedures.
• Utilize FoundationIP and PracticeLink tools to create, customize, and distribute docket information for attorneys, staff, and clients.
• Review incoming file transfers and add related matter details to the docket system, including reviewing electronic sources such as USPTO and foreign jurisdiction websites.
• Identify opportunities to improve docketing workflows, deadline management processes, reporting, and communication practices to enhance accuracy and efficiency; assist in developing and implementing solutions.
• Stay current with changes to trademark rules, regulations, docketing practices, and relevant technology solutions.
• Maintain excellent client service to internal and external clients.
• Perform other tasks as assigned.

Requirements

• Deep understanding of intellectual property rules and regulations in jurisdictions worldwide.
• Advanced experience with trademark docketing systems; FoundationIP and PracticeLink experience strongly preferred.
• Demonstrated ability to manage competing priorities, monitor critical deadlines, and proactively escalate potential issues.
• Effective communication skills to collaborate with attorneys and staff to identify needs and implement solutions.
• Strong oral and written communication skills.
• Strong analytical and problem-solving skills with the ability to identify process improvement opportunities and recommend practical solutions.
• Proficiency with Microsoft Office Suite (Word, Excel) and document management systems such as NetDocuments.

Education and Experience

• Associate's degree or equivalent work experience.
• Minimum of 5 years of trademark docketing experience.

Additional Skills and Abilities

• Ability to apply common sense understanding to carry out instructions in written, oral, or diagram form.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Demonstrated ability to multi-task, be detail-oriented, and possess strong organizational skills.
• Ability to prioritize multiple tasks and projects to meet deadlines.
• Willingness to work overtime when needed; work may require more than 40 hours per week.
• Ability to work in a fast-paced environment with strict deadlines.
• Ability to exercise discretion with confidential and sensitive information.
• Strong client service approach and team orientation.
• Good judgment, tact, and flexibility under pressure in a mixed-matrix environment with competing priorities.

Physical Demands

• Regularly required to sit, use hands to handle objects, documents, and input data into a computer; talk or hear.
• Occasionally required to stand, reach with hands and arms, stoop, kneel, bend, crouch, or crawl.
• Ability to operate standard office equipment including computer, copier, and fax machines.
• Occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

• The noise level is usually moderate.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Compensation and Benefits

• Expected annual salary range: $85,000 - $115,000, determined by experience, education, and relevant skills.
• Competitive salaries.
• Performance bonus program.
• Generous time off.
• Retirement program including 401(k) plan.
• Group health, dental, and vision insurance.
• Wellness program.
• Life insurance.
• Voluntary accident insurance for self and family.
• Short and long-term disability coverage.
• Pre-tax benefit programs.

Location

• Remote position, ideally for candidates residing on the West Coast.