IP Assistant/IP File Intake Coordinator

About the role

Under direct supervision, and according to established policies and procedures, the IP Assistant & File Intake Coordinator's primary objective will be facilitating, coordinating and supporting the necessary intra-departmental activities required for timely and efficient intake of new IP files transferred to the firm in connection with (1) lateral IP attorney intake and (2) IP portfolio transfers from other law firms for existing IP attorneys. The IP Assistant & File Intake Coordinator will also be responsible for providing overflow and backup support for other IP Assistants in the IP Department, as needed. The IP Assistant performs a variety of docketing, file maintenance, document and correspondence preparation, and other related duties.

Responsibilities

• A qualified candidate should either have or be able to quickly acquire a working
• understanding of the Firm activities associated with intake, opening and docketing of large
• IP portfolios (e.g., between 100 and 5000 discrete matters). The candidate will be
• expected to acquire a working understanding of:
• The firm's docket database (CPi) and how industry docketing software data feeds into that database;
• Firm procedures for electronic file transfer from other law firms or clients;
• Firm intake procedures for new client and new matter opening including procedures for working with new business and accounting personnel;
• IP Department procedures to effectively guide lateral IP attorneys through the process of file intake, opening and docketing; and
• Firm organizational structure to facilitate issue spotting and problem solving to maintain continuous momentum for file intake, opening and docketing.
• IP Assistant will provide backup support to patent and trademark attorneys, as needed, in cases of absences or extended leave. May also provide overflow support to other IP Assistants in cases of excessive workload. Duties include:
• Reviews incoming mail for assigned attorney(s) and drafts appropriate correspondence and documents in response.
• Reviews and maintains weekly docket; coordinates with attorneys regarding deadlines.
• Prepares documents, instruction letters and filings of all direct-filed foreign applications.
• Coordinates execution and legalization of U.S. and foreign formal documents, as required.
• Prepares U.S. and foreign reporting and reminder letters.
• Prepares docket and portfolio reports as requested.
• Other tasks as required.
• File Intake Coordinator will handle all aspects of file on- and off-boarding for both patents and trademarks. Duties include:
• Performs detailed review of incoming data and deadlines.
• Prepares data for entry, either manually or by data import, into docket system. This may include locating and inserting missing information as available through public data sources.
• Coordinates with Accounting to open new matters and assign matter numbers to each record.
• Adds new matters to the docket system, either manually or by data import.
• Performs detailed review for accuracy of new records.
• Enters deadlines provided by former counsel into docket system, and verifies accuracy.
• Enters deadlines according to internal docketing procedures into docket system, and verifies accuracy.
• Prepares and runs CPi reports as requested.
• Maintains CPi Auxiliary Tables to ensure accuracy.
• Maintains data integrity of the CPi database.
• Notifies foreign counsel of change of representation.
• Prepares and files new Powers of Attorney in US and PCT applications and patents.
• Prepares and files Change of Representation in US and Madrid applications and registrations.
• Coordinates intake of electronic files from former counsel with BT's File-Intake team.
• Coordinates review of annuities status with Annuities Supervisor.
• Other tasks as required.
• The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

Requirements

• High School Diploma or GED required, bachelor's degree preferred.
• Minimum of two years' experience as an IP Legal Assistant, handling both patents and trademarks.
• Strong understanding of patent and trademark prosecution process and associated correspondence and deadlines.
• Excepti

Benefits

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Company Intel

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