IP Prosecution Docketing Clerk & Administrative Assistant

Position: IP Prosecution Docketing Clerk & Administrative Assistant

Schedule: Monday to Friday, 10:00 a.m. to 6:00 p.m. EST (U.S. time)

Key Responsibilities:

IP Docketing

• Manage daily docket for all incoming and outgoing IP correspondence (USPTO, WIPO, foreign correspondents, clients).

• Calculate, schedule, update, and close prosecution deadlines correctly (office actions, renewals, annuities, maintenance fees, PCT deadlines, etc.) in AppColl.

• Review correspondence and filings to ensure docket entries are complete and accurate.

• Prepare and distribute customized docket reports for attorneys and internal staff.

• Proactively notify attorneys and paralegals about upcoming deadlines, inconsistencies, or urgent matters.

• Support transfer in/out processes of IP portfolios, ensuring data integrity in AppColl and Clio.

• Maintain accurate client and matter information across all IP systems.

Administrative Duties

• Manage attorneys' calendars, schedule meetings, coordinate travel, and organize key dates.

• Monitor practice group mailboxes and route correspondence appropriately.

• Prepare routine and formal business correspondence; review and proofread documents.

• Maintain digital filing systems (Box, Clio, Microsoft 365) and organize files.

• Assist with expense reports and timesheet preparation.

• Coordinate with court reporters, vendors, and foreign correspondents.

• Support attorneys with administrative docket management (reminders, tracking non-substantive deadlines).

• Format PDFs, edit documents, manage shipments, and perform other administrative tasks.

• Assist internal operations including meeting organization, agendas, and cross-functional projects.

Billing, Finance, and Client Relations

• Serve as liaison between Bochner's Finance team and clients on billing matters.

• Support review of prebills, gathering backup documentation, and coordinating adjustments.

• Follow up on client billing inquiries, clarifications, or document requests.

• Assist Finance team with billing flow, invoice status, and special billing requirements.

Specific Requirements:

• Bilingual: Advanced English and fluent Spanish. Portuguese is a plus.

• Ability to draft clear, professional messages for U.S. clients, foreign correspondents, and internal teams with a neutral, service-oriented tone.

• Comfortable working securely in cloud environments (AppColl, Clio, Box, Microsoft 365/Teams).

• Knowledge of handling confidential information and legal firm confidentiality standards.

• Familiarity with VoIP tools (Teams, Zoom) and screen sharing.

Qualifications:

• Minimum 2 years of experience in IP prosecution docketing in a law firm or corporate legal department.

• Strong knowledge of U.S. patent, trademark, and copyright rules, deadlines, and procedures.

• Experience with AppColl highly preferred.

• Prior experience as an administrative or legal assistant.

• Proficient in Microsoft 365 (Outlook, Word, Excel), Adobe Acrobat Pro, and legal tools (Clio, Box, Teams).

• Exceptional attention to detail; accuracy is critical.

• Excellent written and verbal communication skills, including client interaction.

• Ability to work independently, prioritize tasks, and meet demanding deadlines.

Desired Experience:

• Experience with foreign filings and/or PCT.

• Experience supporting IP prosecution or litigation teams.

• Prior experience coordinating billing.

Join our team to support vital IP prosecution functions and administrative operations in a dynamic, bilingual legal environment!

#Solvo #LI-PROMOTED