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

• Coordinate the intake and onboarding of new patent matters, including gathering instructions, reviewing disclosures, and ensuring all required information is obtained.
• 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.
• Monitor active portfolios and work closely with attorneys and clients to ensure timely completion of prosecution-related tasks.

Docketing & Deadline Management

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

Client Service & Reporting

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

Billing & Financial Administration

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

Foreign Filing Coordination

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

Training & Process Improvement

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

Qualifications

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