IP Prosecution Docketing Clerk & Administrative Assistant

Position: IP Prosecution Docketing Clerk & Administrative Assistant Schedule: Monday to Friday, 10:00 a.m. to 6:00 p.m. EST (U.S. time) Key Responsibilities: IP Docketing • Manage daily docket for all incoming and outgoing IP correspondence (USPTO, WIPO, foreign correspondents, clients). • Calculate, schedule, update, and close prosecution deadlines correctly (office actions, renewals, annuities, maintenance fees, PCT deadlines, etc.) in AppColl. • Review correspondence and filings to ensure docket entries are complete and accurate. • Prepare and distribute customized docket reports for attorneys and internal staff. • Proactively notify attorneys and paralegals about upcoming deadlines, inconsistencies, or urgent matters. • Support transfer in/out processes of IP portfolios, ensuring data integrity in AppColl and Clio. • Maintain accurate client and matter information across all IP systems. Administrative Duties • Manage attorneys' calendars, schedule meetings, coordinate travel, and organize key dates. • Monitor practice group mailboxes and route correspondence appropriately. • Prepare routine and formal business correspondence; review and proofread documents. • Maintain digital filing systems (Box, Clio, Microsoft 365) and organize files. • Assist with expense reports and timesheet preparation. • Coordinate with court reporters, vendors, and foreign correspondents. • Support attorneys with administrative docket management (reminders, tracking non-substantive deadlines). • Format PDFs, edit documents, manage shipments, and perform other administrative tasks. • Assist internal operations including meeting organization, agendas, and cross-functional projects. Billing, Finance, and Client Relations • Serve as liaison between Bochner's Finance team and clients on billing matters. • Support review of prebills, gathering backup documentation, and coordinating adjustments. • Follow up on client billing inquiries, clarifications, or document requests. • Assist Finance team with billing flow, invoice status, and special billing requirements. Specific Requirements: • Bilingual: Advanced English and fluent Spanish. Portuguese is a plus. • Ability to draft clear, professional messages for U.S. clients, foreign correspondents, and internal teams with a neutral, service-oriented tone. • Comfortable working securely in cloud environments (AppColl, Clio, Box, Microsoft 365/Teams). • Knowledge of handling confidential information and legal firm confidentiality standards. • Familiarity with VoIP tools (Teams, Zoom) and screen sharing. Qualifications: • Minimum 2 years of experience in IP prosecution docketing in a law firm or corporate legal department. • Strong knowledge of U.S. patent, trademark, and copyright rules, deadlines, and procedures. • Experience with AppColl highly preferred. • Prior experience as an administrative or legal assistant. • Proficient in Microsoft 365 (Outlook, Word, Excel), Adobe Acrobat Pro, and legal tools (Clio, Box, Teams). • Exceptional attention to detail; accuracy is critical. • Excellent written and verbal communication skills, including client interaction. • Ability to work independently, prioritize tasks, and meet demanding deadlines. Desired Experience: • Experience with foreign filings and/or PCT. • Experience supporting IP prosecution or litigation teams. • Prior experience coordinating billing. Join our team to support vital IP prosecution functions and administrative operations in a dynamic, bilingual legal environment! #Solvo #LI-PROMOTED