Intellectual Property Coordinator

  • Location
    Cincinnati, Ohio
  • Category
    Legal Support Personnel - Legal Secretary/Legal Assistant
  • Contract Type
    Direct Hire
  • Reference

Special Counsel is recruiting an Intellectual Property (IP) Coordinator to join the Cincinnati office of a National law firm. This position will be responsible for the preparation of prosecution documents, formality documents, client correspondence, and ensuring all items received from the U.S. Patent and Trademark Office related to patent prosecution are completed according to stated requirements. Additionally, this role will prepare and transmit monthly attorney bills, regularly interact with clients, and work with the Docket team to prepare schedules of action deadlines for attorneys. IP Coordinators are expected to produce 20-30 client billable hours per month.

Specific responsibilities include:

  • Provide support to timekeepers by providing transcription and word processing services, conducting database searches, completing business intake and billing tasks, maintaining electronic and physical files, and preparing status reports at the request of attorneys and/or clients.
  • Prepare and upload documents for filing at USPTO, including transmittals/forms, fee calculations, POAs, Terminal Disclaimers and Application Data Sheets.
  • Manage attorney dockets to ensure compliance with all deadlines, maintain direct flow of all items to and from docketing personnel, and prepare docket reports upon attorney or client request.
  • Conduct database searches using various on-line resources and prepare/maintain status charts and reports for attorneys and clients.
  • Perform status checks for U.S. and foreign cases and respond to status inquiries from clients and foreign counsel.
  • Receive and process incoming invoices and investigate payment status upon request.
  • Prepare inventor/applicant documents (Oath/Declaration, Assignment, POA).
  • Collaborate with and support IP secretaries across all offices in connection with patent prosecution matters.
  • Conduct conflict checks, new client or matter requests, draft engagement letters.
  • Qualifications:

  • A high school diploma or equivalent, as well as 3 years' experience in patent prosecution.
  • A Bachelor's degree and detailed knowledge of USPTO formalities and filing procedures- including EFS e-filing system, PAIR document information system, and EPAS assignment recordation system- are preferred.
  • Experience pertaining to trademark matters is a plus.
  • Applicants will be expected to be proficient in all Microsoft Office programs, specifically Outlook, Word, and Excel.
  • Familiarity with PATTSY and CPI docketing systems is highly desired.
  • Some experience with SharePoint and Sergenti software.
  • Would you like to learn more about the IP Coordinator position that Special Counsel is recruiting for in Cincinnati, Ohio?  If so, then please submit your resume below.  Or, visit our website at to apply or consider other available opportunities with us.

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