Patent Docketing Specialist

Duties & Responsibilities:

Patent Docket Management:

• Maintain and update the company's patent docketing database (Excel and IP management software) with accurate and timely information related to patent applications, office actions, billings, and related correspondence.

Document Processing and Coordination:

• Receive, review, and accurately docket incoming correspondence from legal representatives, inventors, and internal departments.
• Prepare and dispatch necessary responses and documents.

Internal Communication:

• Collaborate closely with R&D teams, the finance department, the legal department, and other stakeholders to ensure accurate and up-to-date docket information.
• Serve as the primary point of contact for docket-related inquiries.

Deadline Tracking and Alerting:

• Monitor, track, and manage deadlines for drafting, patent filings, renewals, and responses to office actions.
• Provide timely alerts and reminders to responsible parties to ensure deadlines are met without delay.

Reporting and Analysis:

• Generate regular and ad-hoc reports and diagrams on patent portfolio status, upcoming deadlines, and other relevant metrics for management and internal review.
• Assist in analyzing docketing data to identify trends and areas for improvement.

Training and Support:

• Provide training and support to new team members and other departments on patent docketing processes and the use of the patent database.
• Assist in developing training materials and guidelines for internal use.

Support for Patent Portfolio Management:

• Work with the IP team to support the strategic management of the company's patent portfolio.
• Assist in the preparation and organization of intellectual property assets for meetings, audits, and reviews.

Miscellaneous Administrative Support:

• Support the IP team with various administrative tasks related to drafting, patent prosecution, and portfolio management.
• Handle special projects and tasks as assigned by the IP department leadership.

Qualifications & Experience:

•    A minimum of 2 years of experience in patent docketing or a related administrative role within a corporate IP department or patent law firm.
•    Proficiency with patent docketing systems and Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
•    Ability to quickly learn and adapt to new software and technologies.
•    Understanding of patent procedures and terminologies.
•    Knowledge of the patent lifecycle, from filing to maintenance.
•    Strong attention to detail and accuracy in managing and updating complex databases.
•    Ability to analyze and interpret patent documents and correspondence.
•    Capacity for critical thinking and problem-solving to effectively manage deadlines and prioritize tasks.
•    Excellent written and verbal English communication skills (At least C1 level).
•    Written and verbal Russian proficiency will be a strong advantage.
•    Ability to collaborate and communicate effectively with internal teams, external representatives, inventors, and various stakeholders.
•    Customer service-oriented mindset with the ability to handle inquiries and provide support professionally.
•    Ability to work in a dynamic and fast-paced environment.
•    Strong commitment to accuracy and thoroughness.