IP Database Coordinator

Fenwick & West LLP • Boston, NY

1d • Hybrid

About The Position

The IP Database Coordinator supports the IP Systems Manager and the IP Docketing team by entering, maintaining, and reviewing information in the firm’s patent docketing database. The role requires meticulous attention to detail because the accuracy of client and case data affects docket deadlines and client service. The coordinator assists with routine data audits, new matter intake, and basic docketing-software troubleshooting, escalating more complex issues to the IP Systems Manager.

The position may be based in any of the firm’s U.S. office locations and follows a hybrid work arrangement, with work performed both from home and at a designated Fenwick office. In-office frequency is determined by business needs and department directives. The role reports to the IP Systems Manager.

The anticipated salary range is $75,700–$100,675. Actual base salary may depend on qualifications, relevant experience, education, certifications or licenses, and location. Eligible employees may also receive a discretionary performance-based bonus. Fenwick offers eligible employees benefits under plans that include healthcare, life insurance, Health Savings Accounts, Flexible Spending Accounts, and wellbeing programs. Temporary employees are generally not eligible for these benefits, except as required by law.

Requirements

• Strong commitment to precision, quality, and consistency, with sound judgment and thorough execution in detailed work.
• Strong organizational skills and ability to manage multiple data-entry tasks and deadlines simultaneously.
• Basic proficiency with database or docketing software; training is provided.
• Comfort working with spreadsheets such as Excel for data review and comparison.
• Ability to follow written procedures precisely and identify potential data issues.
• Good written and verbal communication skills and ability to work with staff at all levels.
• Ability to work independently and as part of a team.
• Strong problem-solving and critical-thinking skills.
• Willingness to learn patent terminology and related processes.
• 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.
• Familiarity with patent terminology.
• Prior experience in a law firm, IP department, or patent prosecution environment.
• Bachelor’s degree preferred.

Responsibilities

• Enter, update, and maintain patent matter data in the docketing database accurately and promptly.
• Perform routine quality checks and audits to find and correct discrepancies, missing fields, or inconsistencies in docket records.
• Follow established data-entry standards and checklists to maintain consistency across client portfolios.
• Flag recurring or systemic data issues to the IP Systems Manager and assist with 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 entered correctly.
• Communicate with timekeepers to gather or clarify missing matter information.
• Provide first-level support for routine docketing software questions and escalate complex technical issues as appropriate.
• Assist with testing system updates, new fields, and reports before release, verifying that data displays and calculates correctly.
• Help maintain departmental documentation, including data-entry guides and quick-reference materials.
• Participate in training on docketing software and departmental data-entry procedures.
• Support ad hoc report and data extraction requests under the IP Systems Manager’s direction.

Benefits

• Healthcare
• Life insurance
• Health Savings Accounts
• Flexible Spending Accounts
• Wellbeing benefits
• Discretionary bonus may be available to eligible employees based on performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed