Patent Client Services Administrator

Fenwick & West • Washington, DC

1d • $111,900 - $148,875 • Hybrid

About The Position

The Patent Client Services Administrator manages portfolios for clients of the firm’s patent group and provides quality service while maintaining effective working relationships with lawyers, management, supervisors, co-workers, and clients. The role supports efficient workflows and proactively manages deadlines. It may be based in any U.S. office and follows a hybrid arrangement requiring one day on-site per week, with additional in-office days possible based on business and client needs. The non-exempt schedule is 37.5 hours per week, Monday through Friday, 9:00 a.m. to 5:30 p.m., with flexibility and overtime as needed.

The Administrator assists with drafting and e-filing patent prosecution documents with the USPTO, advises on client-specific filing and reporting requirements, formats patent specifications, prepares correspondence and client reports, maintains knowledge of patent rules, and reviews docket calendars for accuracy and deadline compliance. The position also follows firm IP workflows, maintains electronic file integrity, backs up team members, and performs other assigned duties. The role reports to the Patent Client Services Manager.

Requirements

• At least six years of relevant work experience in a patent prosecution practice.
• Comprehensive knowledge of U.S. patents.
• Experience preparing complex information disclosure statements and knowledge of related rules and processes, including correct citation of references.
• Strong knowledge of IP docketing systems.
• Ability to multitask in a demanding, deadline-driven environment with strong attention to detail.
• Ability to take initiative and work independently and as part of a team.
• 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.
• Strong client service skills and ability to interact with departments, firm executives at all levels, vendors, and contractors.
• Excellent written, verbal, and organizational skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to promote effective work practices, contribute as a team member, and show respect for firm personnel.
• Proficiency in MS Office applications.

Nice To Haves

• Experience in a law firm setting is strongly preferred.
• Proficiency navigating some or all of the following USPTO platforms: Patent Center, WIPO, Assignment Center, and PTO Financial Manager.

Responsibilities

• Assist with drafting and e-filing documents with the USPTO related to patent prosecution, including 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, petitions, notices of appeal, appeal briefs, corrected drawings, assignment recordations, post-grant proceedings, and other required documents.
• Serve as an expert on specific client filing and reporting requirements, including use of client extranets and secure data sites.
• Format utility and provisional patent specifications for USPTO filing and maintain structural and formatting requirements outlined in the MPEP.
• Draft, prepare, and proofread emails, memoranda, and other correspondence for internal personnel, clients, and assignees.
• Maintain up-to-date knowledge of patent rules and regulations.
• Review and maintain docket calendars for assigned clients, independently calculate docket dates as a second review, and coordinate with docketing personnel to ensure accuracy and compliance with due dates.
• Follow Fenwick IP workflow processes and procedures to deliver work accurately and on time.
• Prepare client reports as requested.
• Maintain the integrity of electronic documents and correspondence.
• Provide backup to team members as required.
• Work flexibly and dependably, including overtime as needed.
• Perform other duties as assigned.

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: Mid Level
• Education Level: No Education Listed