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!

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