Docketing Administrator

FBT Gibbons; Indianapolis (IN); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401(k) retirement plan

Paid time off

Job summary

FBT Gibbons LLP seeks a meticulous Docketing Administrator to maintain accurate docket entries and support attorneys across IP and litigation matters. The role requires precise handling of mail, filings, and docket movements to meet deadlines across multiple offices.

The ideal candidate has patent docketing experience, strong organizational skills, and the ability to work independently in a fast-paced environment.

Qualifications

• Must have US Patent docketing experience.
• Familiarity with CPI docketing software helpful.
• Strong attention to detail and ability to follow instructions precisely.

Responsibilities

• Enter and docket incoming mail, faxes, and emails promptly.
• Enter and docket outgoing correspondence and filings.
• Docket new applications, office actions, and correspondence for patents, trademarks, and copyrights.
• Review and monitor emails from firm inboxes.
• Maintain docket using CPI IP docketing software.
• Generate daily, weekly, and monthly due-date reports.
• Provide backup support to docketing team as needed.
• Coordinate with attorneys and paralegals to meet deadlines.
• Assist with transfers in/out of docketing areas as needed.
• Reconcile USPTO deposits with billing allocations.

Skills

Patent docketing

CPI familiarity

Attention to detail

Independent work

Education

High school diploma

Tools

IP docketing software CPI

Job description

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid‑sized businesses and growth‑oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a detail‑oriented and dependable Docketing Administrator to play a vital role in maintaining the accuracy and integrity of the firm's docketing system while supporting attorneys and legal professionals across a variety of intellectual property and litigation matters.

The ideal candidate is a highly organized and detail‑oriented professional who thrives in a fast‑paced environment, excels at managing critical deadlines, and is committed to delivering exceptional accuracy and client service.

This position can be based in Cincinnati, OH; Columbus, OH; or Indianapolis, IN.

Key Responsibilities

• Enter and docket incoming daily mail, faxes and emails in a timely manner.
• Enter and docket outgoing correspondence and filings.
• Enter and docket new applications, office actions and correspondence (PTO, PCT, and Foreign Associates) for patents, trademarks, and/or copyrights, as well as other forms of intellectual property as needed.
• Review, distribute and monitor emails from the associated FBT Gibbons email inboxes.
• Update and maintain docket using IP docketing software, currently Computer Packages Inc. (CPI).
• Generate daily, weekly and monthly due date reports, as well as reports requested by department attorneys and paralegals.
• Administer, or assist with administering, transfers in and transfers out for primary docketing areas, and assist with non‑primary docketing areas as needed.
• File documentation associated with docketing actions.
• Train, or assist with training, others on docketing responsibilities for primary and non‑primary docketing area, as needed.
• Communicate directly with attorneys and paralegals to confirm all requirements specific to the docket and deadlines have been met.
• Monitor and update assigned cases in the IP docket database in relation to client communications, government notifications, and international agent correspondence.
• Review outgoing USPTO mail and filings for accuracy and completeness in accordance with the firm’s approved best practice policies.
• Provide backup support to the other docketing personnel in non‑primary areas, as needed.
• Assist the IP File and Docketing Assistant during absences, periods of high work volume, or with file administration, missing files or special projects, as assigned.
• Assist the accounting department with the reconciliation of the firm’s USPTO deposit accounts and firm credit card charges by ensuring all charges are accurately allocated to appropriate firm‑issued billing number, as needed.

Job Requirements

• High school diploma or equivalent.
• 1+ years of experience in a similar role.
• US Patent docketing experience required; familiarity with CPI preferred.
• Strict attention to detail and ability to follow written and verbal directions precisely.
• Ability to work well independently in a deadline‑driven environment.
• Ability to become proficient in docketing, document management, and other related software applications.
• Strong organizational skills, with the ability to prioritize and work on multiple projects with time constraints and interruptions.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short‑ and long‑term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit‑sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.