IP Docketing Specialist- Remote

Overview

The IP Docketing Specialist is responsible for managing and maintaining docketing data for patent and trademark matters. This includes analyzing correspondence, calculating deadlines, and ensuring timely updates within the docketing system. The role supports the IP Prosecution Section by monitoring critical deadlines, maintaining data integrity, and providing high-quality service to internal and external clients.

Responsibilities

• Review incoming and outgoing emails, faxes, and mail to identify docketable events and update the docketing system accordingly.
• Analyze patent and trademark office correspondence, calculate applicable deadlines, and update the docketing system.
• Generate and monitor daily docket of deadlines and communicate with internal teams to ensure deadlines are met.
• De-docket and update the docketing system based on internal instructions.
• Audit cases and update bibliographic information in the docketing system.
• Open new matters in the docketing system.
• Monitor shared docketing or IP mailboxes and process incoming items daily.
• Assist with intake of new clients and matters, including lateral transfers.
• Verify the status of patent and trademark applications with U.S. and worldwide patent and trademark databases and update the docketing system.
• Prepare reports from the docketing system for internal and external clients as requested.
• Audit docket entries and resolve discrepancies to ensure data integrity.
• Maintain knowledge of U.S. and foreign IP rules and procedural changes.
• Respond to docketing-related inquiries from business professionals and vendors.
• Perform quality control review on selected patent documents before paralegal submission to the USPTO.
• Assist in quality control for patent and trademark filings by communicating any errors or omissions observed during docketing duties.

Qualifications

• Minimum 3 years of law firm experience as a docketing assistant or clerk in Intellectual Property law.
• High school diploma required.
• Experience with Foundation IP docketing software is a plus.
• Strong knowledge of docketing and patent/trademark processes acquired through training and education.
• Ability to work well in a team-oriented environment and contribute to effective team relationships.
• Professional conduct, service-oriented attitude, and acute attention to detail.
• Strong organizational and communication skills (written and verbal).
• Excellent attention to detail and ability to follow through to completion.
• Creative problem-solving skills, reasoning ability, and logical thought process.
• Ability to work under pressure, prioritize competing demands, and meet deadlines.
• Demonstrated ability to interact and collaborate professionally with colleagues at all levels.
• Ability to work independently and as part of a team.
• Outstanding customer service skills.
• Enthusiastic, proactive, and positive attitude.
• Ability to handle confidential matters with discretion.
• Self-motivated to produce quality work.
• High level of integrity and honesty.
• Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint.
• Ability to quickly learn and master new applications and software, including file management.
• Flexibility to work overtime as required.
• This role does not require in-office presence.

Physical Demands

• Requires sitting or standing for long periods and continuous operation of standard office equipment such as computers, keyboards, and phones.
• Mobility sufficient to perform tasks such as accessing photocopiers, scanners, and fax machines.
• Regular bending, reaching, lifting, stooping, and occasionally pulling, pushing, or lifting items up to 25 pounds.

Compensation

• Salary range: $65,000 - $85,000 depending on office location.