IP Database Coordinator

Fenwick & West LLP•Boston, NY

2d•Hybrid

About The Position

The IP Database Coordinator supports the IP Systems Manager and broader IP Docketing team by performing accurate, timely data entry and ongoing quality review of information in the firm’s patent docketing database. This position requires meticulous attention to detail, as the integrity of client and case data directly affects docket deadlines and client service. The IP Database Coordinator will assist with routine data audits, new matter intake support, and basic troubleshooting of docketing software, escalating more complex issues to the IP Systems Manager as needed. 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.

Requirements

Strong commitment to precision, quality, and consistency, with the ability to excel in highly detailed work requiring careful review, sound judgment, and thorough execution.
Strong organizational skills with the ability to manage multiple data entry tasks and deadlines simultaneously.
Basic proficiency with database or docketing software (training provided).
Comfortable working with spreadsheets (e.g., Excel) for data review and comparison.
Ability to follow written procedures precisely and to identify when something doesn’t look right.
Good written and verbal communication skills; able to work effectively with staff at all levels.
Ability to work both independently and as part of a team.
Willingness to learn patent terminology.
Strong problem solving and critical thinking skills.
1-2 years of experience in data entry, records administration, or a similar detail-oriented administrative role.

Nice To Haves

Prior experience with SQL and/or Patricia (or a similar docketing system) is a plus.
Familiarity with patent terminology is a plus but not required.
Prior experience in a law firm, IP department, or patent prosecution environment is a plus.
Bachelor's degree preferred.

Responsibilities

Enter, update, and maintain patent matter data in the docketing database accurately and in a timely manner.
Perform routine quality checks and audits of docket records to identify and correct discrepancies, missing fields, or inconsistencies.
Follow established data entry standards and checklists to ensure consistency across client portfolios.
Flag recurring or systemic data issues to the IP Systems Manager and assist in resolving them.
Maintain accurate records of data corrections and audit findings.
Coordinate with Docketing, Records, and Accounting staff to confirm new matter information is complete and correctly entered.
Support communication with timekeepers to gather or clarify missing matter information.
Provide first-level support to staff on routine docketing software questions, escalating complex technical issues as appropriate.
Assist with testing of system updates, new fields, and reports prior to release, verifying data displays and calculates correctly.
Help maintain department documentation, such as data entry guides and quick-reference materials.
Participate in training sessions on docketing software and departmental data entry procedures.
Support ad hoc report and data extraction requests under the direction of the IP Systems Manager.