IP Client Intake Coordinator

Overview

A transatlantic law firm is seeking an IP Client Intake Coordinator to manage the initial intake, setup, and quality control of new intellectual property matters within the docketing system. This role acts as a key liaison between clients, attorneys, paralegals, and the docketing team to ensure accurate matter creation, timely data entry, and compliance with firm and client-specific procedures.

Responsibilities

Client Intake

• Manage end-to-end intake of new IP matters including patents, trademarks, and related filings.
• Review client instructions and documentation for accuracy and completeness.
• Create and configure matters in FoundationIP, ensuring precise data entry and rule application.
• Collaborate with conflicts, matter opening, and other internal teams to ensure smooth onboarding.

Docketing & Data Management

• Enter, verify, and maintain critical IP data and deadlines in FoundationIP.
• Perform quality control checks to ensure accuracy of matter setup and docketed events.
• Work with docketing staff to ensure deadlines are properly calculated and monitored.
• Update matters as prosecution progresses, including changes in status, ownership, and correspondence details related to intake.
• Maintain and validate annuity and maintenance fee data, ensuring deadlines are accurately captured and monitored.

Communication & Coordination

• Serve as primary contact for intake-related questions from attorneys, paralegals, and clients.
• Assist with responding to client inquiries related to matter setup and docketing procedures.
• Communicate clearly with internal teams regarding intake status, missing information, and timeline expectations.

IP Annuities & Maintenance Management

• Support intake and setup of annuity-related data, including maintenance fee schedules for patents and trademark renewals.
• Coordinate with internal teams and external annuity service providers to ensure accurate tracking of renewal deadlines.
• Verify annuity instructions and ensure proper recording of fee-related deadlines within FoundationIP.
• Assist in monitoring annuity status and alignment with client-specific renewal strategies.

Compliance & Process Improvement

• Ensure adherence to firm policies, best practices, and client-specific docketing guidelines.
• Identify opportunities to improve workflows to enhance efficiency and accuracy.
• Support audits, data cleanup initiatives, and system enhancements related to FoundationIP.

Core Competencies

• Clear, professional communication skills.
• Detail-oriented with a focus on quality.
• Strong analytical and problem-solving abilities.
• Ability to work independently and collaboratively.
• Client-service mindset.
• Adaptability in a fast-paced, deadline-driven environment.
• Strong organizational and time-management skills to manage multiple intakes simultaneously.
• Ability to interpret various instructions in written, oral, diagram, or schedule form.

Requirements

• Minimum 5 years of experience in IP docketing with a strong focus on client/matter intake.
• Advanced experience with FoundationIP and FIP Direct.
• Solid understanding of U.S. and foreign patent and trademark prosecution processes.
• Experience maintaining and validating annuity and maintenance fee data within FoundationIP.
• High accuracy and attention to detail, especially regarding deadlines and data integrity.
• Bachelor’s Degree (B.A.) preferred.
• Experience working in an IP-focused law firm or practice group.
• Familiarity with billing or engagement intake processes.
• Experience supporting audits, migrations, or system enhancements involving FoundationIP.
• Experience working with IP annuity service providers or managing annuity workflows.
• Proficient with Microsoft Word, PowerPoint, and Excel.

Note: This position is subject to export control laws.

Compensation & Benefits

• National average salary range: $70,000 - $79,200.
• Actual salary may vary based on internal equity and years of experience.

Location

• Not specified.