IP Client Services Coordinator

ArentFox Schiff · Boston · $74,000–$102,000 (stated in the posting)

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Who We Are

ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals.  Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.

Why Join Us

At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.

Job Description

If you are an experienced patent prosecution professional who enjoys being the person everyone can count on, this role offers the opportunity to become a trusted client-service partner and operational hub for sophisticated IP work. As an IP Client Services Coordinator, you will help keep complex patent prosecution matters moving smoothly by coordinating client communications, matter intake, deadlines, reporting, billing, workflows and team support. This is a highly visible role for someone who is organized, detail-oriented and service-minded—someone who can balance priorities, build strong working relationships and help attorneys, clients and internal teams deliver excellent results.

Client Service, Matter Management and Workflow Coordination

• Review new work instructions, invention disclosures, entrustments and other client requests; obtain required information from clients, portals and Firm personnel.

• Coordinate new matter intake and matter opening, including obtaining client and matter numbers, confirming required data and communicating work to assigned attorneys and support personnel.

• Monitor client caseloads and work in progress, including client engagement or work approval, task status and completion of time-sensitive instructions.

• Coordinate instructions relating to patent application drafting and prosecution, information disclosure statements, office action responses, continuation and divisional filings, issue fees and other client-directed work.

Docket, Deadline and Portfolio Oversight

• Manage, monitor and review client dockets for compliance with Firm procedures, client guidelines and applicable deadlines; follow up on open, approaching or past-due items.

• Monitor statutory and client-imposed deadlines and escalate potential issues to the responsible partner, staff member or management contact.

• Maintain client portfolio status reports, spreadsheets, attorney and support assignments, rankings and related prosecution data.

• Review formal and informal USPTO reporting correspondence for accuracy and compliance within the scope of assigned responsibilities.

• Coordinate urgent or after-hours filing support when necessary to ensure due dates and client commitments are addressed.

• Perform filings and reporting when requested.

Billing, Budgets and Client Reporting

• Monitor client billing requirements and systems; coordinate budgets, budget adjustments, estimates, accruals reports and other requested financial information.

• Work with responsible attorneys and accounting personnel to address invoice rejections, billing discrepancies, client inquiries and submission requirements.

• Monitor financial and billing deadlines and follow through to timely and accurate completion.

• Perform all billing functions for a client when necessary.

Meetings, Correspondence and Client Systems

• Prepare, review, update and distribute recurring client reports, portfolio reports, status updates and other client-requested information; track resulting action items.

• Coordinate patent review committee and similar client meetings, including scheduling, agendas, materials, decisions, follow-up correspondence and implementation of instructions.

• Prepare, review or coordinate general patent prosecution correspondence and communications with clients, inventors, foreign associates and Firm personnel.

• Use client portals and Firm systems to obtain, confirm, submit or update matter, inventor, assignment, prosecution, budget and reporting information.

Foreign Filing and USPTO Administration

• Identify matters requiring foreign filing license action; prepare and file U.S. foreign filing license requests; monitor receipt; and coordinate foreign filing license requests with foreign counsel when appropriate.

• Coordinate with foreign associates regarding client instructions, prosecution activity, reporting, and invoices.

• Maintain USPTO Customer Number and Financial Manager access, including adding or removing authorized attorneys and staff and coordinating sponsorship support.

Training, Process Improvement and Team Support

• Provide training and orientation to attorneys, patent secretaries, PPD specialists and other client-team personnel regarding client guidelines, workflows, procedures and system requirements.

• Serve as an ongoing resource for client-team members and help preserve client-specific institutional knowledge during staffing transitions.

• Regularly review client service procedures and standards; identify and implement approved workflow, template and process improvements.

• Use current technology and Firm resources to improve teamwork, accuracy, client service and efficiency.

• Provide overflow and backup support, keep the Chief IP Officer and client teams informed of significant issues and project status, and perform additional duties and special projects as assigned.

• Safeguard confidential information and exercise tact and professionalism in dealings with clients, co-counsel, attorneys and employees.

• Accept accountability for assignments, manage work efficiently, cooperate with colleagues and contribute as a member of the team.

• Comply with Firm policies, departmental procedures and applicable client requirements.

• Maintain flexibility to work outside regularly scheduled hours, including overtime during busy periods, and travel on Firm business as required.

Minimum Qualifications

• Minimum four-year college degree; related work experience may be considered in lieu of formal education.

• Minimum five years of U.S. patent prosecution experience, including direct or indirect exposure to foreign patent prosecution

• Advanced knowledge of U.S. and PCT patent prosecution, 37 C.F.R., the MPEP, USPTO systems and online resources.

• Ability to prepare and coordinate documents for USPTO filing with extremely limited guidance, including internal, external, urgent and time-sensitive filings.

• Proficiency with patent docketing software, Microsoft Outlook, Word and Excel, and the ability to learn and use client portals, billing platforms and other Firm systems.

• Advanced analytical, information-gathering, organizational and prioritization skills, including the ability to manage multiple projects and competing client-imposed deadlines.

• Meticulous attention to detail, accuracy and thoroughness, with the ability to interpret instructions, synthesize complex information and resolve issues proactively.

• Excellent written and verbal communication skills and the ability to communicate effectively with clients, attorneys, management, staff and outside counsel.

• Demonstrated accountability, reliability, sound judgment, teamwork and commitment to client service.

This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements. 

The anticipated good-faith base salary range for this position is:

Boston, LA, Chicago, DC: $74,000 - $102,000

San Fransico, NY: $81,000 - $112,000

Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications.  We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence—knowing your pay recognizes both your impact and our commitment to an equitable approach.

In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.

Benefits

We know that the needs of our employees vary and can change throughout the different stages of life.  That’s why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow.  In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way.

Commitment to Equal Opportunity

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace.  We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law.  We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

* The job description is a general summary of the major duties.  It may not specify all duties, tasks, and assignments associated with a job.  It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit.  Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP.  Additional job-related qualifications may be specified for some openings.  Job descriptions are subject to periodic review and modification.

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