IP Practice Coordinator

Goodwin•Boston, MA

About The Position

The IP Practice Coordinator provides a high-level of administrative support to the firm’s Patent practice. This role is responsible for supporting daily operations, including document management, data entry, billing coordination, and internal communications. The Coordinator works closely with attorneys, paralegals, and administrative teams to facilitate efficient workflows and ensure a high-standard of service and responsiveness across departments.

Requirements

Bachelor’s degree or minimum of one (1) year work experience in an administrative or legal support capacity, or equivalent of education and work experience.
Strong interpersonal, organizational, and communication skills, with the ability to communicate clearly, both written and verbal formats.
Demonstrate a strong work ethic and self-motivation with a desire to take initiative.
Understanding of legal ethics and professional responsibility principles.
Excellent analytical and problem-solving abilities, with the capacity to manage multiple priorities in a fast-paced environment.
High level of attention-to-detail and accuracy.
Ability to handle sensitive and confidential information with sound judgment and discretion.
Collaborative team player with a positive and professional approach.
Proficiency in standard office software (MS Excel, Word, Internet Search Engines, etc.) required.

Responsibilities

Provide comprehensive administrative support to the Intellectual Property Practice Group.
Handle incoming and outgoing mail, including scanning correspondence and preparing packages for courier delivery.
Draft and send routine communications and correspondence.
Coordinate, organize, and maintain department-related documents within the firm’s document management system (e.g. iManage).
Open new matters, update existing matters, and process conflict checks in accordance with firm protocols.
Prepare engagement letters and assist with audit letters.
Maintain calendars, schedule meetings, and coordinate conference room bookings, conference calls, and meeting logistics (including refreshments).
Arrange domestic and international travel for practitioners.
Assist with printing, compiling, and distributing legal documents, opinions, and correspondence.
Support billing processes, including: Time entry and fixed fees input (e.g. IntApp Time), Pre-bill preparation and edits, Client billing coordination (electronic and manual), Process expense reimbursements and vendor invoices (e.g. Chrome River).
Obtain timekeeper approvals and coordinate payment of foreign associate invoices.
Support various departmental projects and initiatives as assigned.
Complete ad-hoc data audits and project-based tasks as needed.