Patent Client Services Administrator

Job Description Summary:

The Patent Client Services Administrator will be responsible for managing portfolios for the firm’s patent group clients. The Patent Client Services Administrator will ensure quality service and will maintain a harmonious working relationship with lawyers, management, supervisors, co-workers, and clients by ensuring effective and efficient workflows and working ahead of all deadlines.
This position can be based in any of our U.S. office locations and offers a hybrid work arrangement, allowing you to work both from home and at your designated Fenwick office. The frequency of in-office work will be determined by business needs and guided by your department's directives.

Job Description:

• Accurately record billable and nonbillable time; submits Intapp timely; meets applicable billable, and nonbillable hours requirements.
• Maintain up-to-date knowledge of patent rules and regulations.
• Utilize and follow all Fenwick IP specific workflow processes and procedures to ensure the timely and accurate delivery of work.
• Draft, prepare and proofread written correspondence involving emails, memoranda and/or other documentation to internal personnel, clients and/or assignees.
• Assist with the drafting and e-filing of various legal documents in the U.S. Patent & Trademark Office (PTO) related to patent prosecution of applications including, but not limited to, office action amendments and responses, requests for continued examination, continuation and divisional applications, information disclosure statements, supplemental application data sheets, sequence listings, extensions of time, terminal disclaimers, various petitions, notices of appeal, appeal briefs, corrected drawings, assignment recordations, post-grant proceedings and other documents as required. 
• Format utility/provisional specifications for filing in the PTO and have the ability to develop and maintain structural and formatting requirements as outlined in the MPEP.
• Serve as an expert for specific client requirements and needs for filing and reporting of documents, including the use of various client extranets and secure data sites.
• Review and maintain docket calendars for assigned clients, independently calculate docket dates as a second review, and coordinate with docketing personnel to ensure accuracy of the docket and compliance with due dates.
• Prepare agendas for client meetings.
• Maintain file integrity, both the electronic and paper files.
• Serve as a back-up to team members as required.
• Flexible and dependable with the ability to work overtime as needed.
• Perform other duties as assigned.

Desired Skills and Qualifications

• Proficiency in navigating some or all of the following PTO platforms: Patent Center, WIPO, and PTO Financial Manager.
• Comprehensive knowledge of U.S. Patents.
• Must have experience in preparing complex IDSs and stay abreast of all related rules and processes including citing references correctly.
• Must have strong knowledge of IP docketing systems. 
• Multitask in a highly demanding, deadline-driven environment.
• Possess a high level of attention to detail.
• Take initiative and work both independently and in a team environment.
• Ability to proofread typed material for grammatical, typographical and spelling errors.
• Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
• Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors.
• Excellent written, verbal and organizational skills.
• Maintain and handle confidential and sensitive information with discretion.
• Promote effective work practices, work as a team member, and show respect for all firm personnel.
• Proficiency in MS Office applications.
• We're a team that embraces AI and innovation as part of how we work. We're looking for people who are curious about new tools, willing to experiment, and open to evolving how they do their best work.

Reporting the Patent Client Services Manager, the ideal candidate will have a minimum of six (6) years of relevant work experience in a patent prosecution practice.  Experience in a law firm setting is strongly preferred. 

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The anticipated range for this position is:

$94,000 - $141,250

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.