IP Prosecution Docketing Clerk & Administrative Assistant

Solvo Global; Mérida; Presencial; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A leading legal services provider in Mérida is seeking an experienced IP Prosecution Docketing Clerk & Administrative Assistant. The role involves managing IP correspondence, handling deadlines, and providing administrative support. Candidates should be bilingual in English and Spanish, possess strong knowledge of U.S. IP laws, and have at least 2 years of experience in a legal environment. This full-time position offers a competitive salary between $1,150 and $1,350 per month.

Formación

• 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.
• Exceptional attention to detail; accuracy is critical.

Responsabilidades

• Manage daily docket for all incoming and outgoing IP correspondence.
• Calculate, schedule, and update prosecution deadlines correctly.
• Prepare and distribute customized docket reports for attorneys.

Conocimientos

Bilingual: Advanced English and fluent Spanish

Attention to detail

Excellent communication skills

Herramientas

Microsoft 365

AppColl

Clio

Descripción del empleo

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

$1,150 - $1,350 a month

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.