Docketing Coordinator

WilmerHale; New York (NY); On-site; USD 88,000 - 110,000; Full time

Benefits offered by this job

Hybrid schedule

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

WilmerHale, a leading international law firm, is seeking a docketing professional in New York to manage the patent docketing database across multiple offices. You will review USPTO and foreign correspondence, enter deadlines, and maintain accurate records for timely client work.

The role requires strong attention to detail, excellent communication, and the ability to prioritize tasks in a busy, deadline-driven environment. Hybrid schedule and firm-wide support accompany this position.

Qualifications

• Strong knowledge of USPTO Rules.
• Excellent oral and written communication.
• Ability to meet deadlines with minimal supervision.
• Experience with CPI, Word, Outlook, Access, IPDAS.

Responsibilities

• Thoroughly reviews USPTO and foreign associate correspondence for deadlines and enters data into the docketing database.
• Enter new records from newly-filed patent applications and confirm filing packages.
• Dedocket actions and move filing packages in docketing workspace per procedures.
• Enter bar dates and target filing dates into CPI from Patent Administrator emails.
• Check data accuracy and correct discrepancies in the docketing database.
• Save daily mail to document management system and report docketed mail to attorneys and staff.
• Assist with final email reminders and docket daily Patent Center correspondence.
• Process transfers in and transfers out using required checklists.
• Prepare reports from docketing database (weekly/bi-weekly/monthly) as requested.

Skills

Attention to detail

Communication

Deadline-driven

Organizational skills

Education

BA/BS or equivalent experience

Tools

CPI

Word

Outlook

Access

IPDAS

Job description

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.

About the Role

Develops and promotes a collaborative atmosphere and provides confident, responsive support to clients, attorneys, paralegals and secretaries. Demonstrates a proactive and comprehensive approach to all aspects of docketing. Maintains the patent docketing database for all offices which include Boston, DC, New York, Denver and Palo Alto.

What You Will Be Doing

• Thoroughly reviews incoming USPTO and foreign associate correspondence daily for deadlines, enters appropriate information into the docketing database, report and save mail to client workspace working to complete process within one day. Bring any exceptions to the attention of the IP Docketing Supervisor.
• Enter new records into the docketing database from information contained in newly-filed patent applications, completes checklist and confirms filing package is filed in docketing workspace.
• Dedocket actions in the docketing database from information contained in newly-filed responses and other follow-on documents, complete checklist and move filing package in docketing workspace.
• Enters bar dates and target filing dates into CPI from information obtained from Patent Administrator’s New Matter emails.
• Checks data and deadlines previously entered into docketing database for accuracy, investigates when necessary and makes corrections as needed.
• Enter assignment data into docketing database .
• Save daily mail to document management system and report docketed mail to attorneys and staff.
• Assist with coverage for final email reminders; download, report and docket daily Patent Center correspondence; process attorney reassignments; and report and docket PCT mail.
• Process transfers in by entering all bibliographic data and deadlines into docketing database and completing other tasks as outlined on the Transfer-In Checklist.
• Process transfers out by entering transfer information into docketing database, dedocketing deadlines, updating record status and completing other tasks as outlined on the Transfer-Out Checklist.
• Prepare reports from docketing database, including weekly final due date reports and bi-weekly monthly due date report, client status reports and ad-hoc reports as requested.
• Develops and maintains strong knowledge of U.S. and foreign patent rules and is attentive to proposed rule changes. Works with IP Staff Training & Docketing Manager and Patent Administrators to prepare for rule changes.
• Establishes and maintains good rapport with attorneys, paralegals, secretaries, file clerks and others in the firm.
• Assumes additional responsibilities as assigned.
• Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented (“can-do”) approach. Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.

Tracking Code 2445-437 Job Description

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.

About the Role

Develops and promotes a collaborative atmosphere and provides confident, responsive support to clients, attorneys, paralegals and secretaries. Demonstrates a proactive and comprehensive approach to all aspects of docketing. Maintains the patent docketing database for all offices which include Boston, DC, New York, Denver and Palo Alto.

What You Will Be Doing

• Thoroughly reviews incoming USPTO and foreign associate correspondence daily for deadlines, enters appropriate information into the docketing database, report and save mail to client workspace working to complete process within one day. Bring any exceptions to the attention of the IP Docketing Supervisor.
• Enter new records into the docketing database from information contained in newly-filed patent applications, completes checklist and confirms filing package is filed in docketing workspace.
• Dedocket actions in the docketing database from information contained in newly-filed responses and other follow-on documents, complete checklist and move filing package in docketing workspace.
• Enters bar dates and target filing dates into CPI from information obtained from Patent Administrator’s New Matter emails.
• Checks data and deadlines previously entered into docketing database for accuracy, investigates when necessary and makes corrections as needed.
• Enter assignment data into docketing database .
• Save daily mail to document management system and report docketed mail to attorneys and staff.
• Assist with coverage for final email reminders; download, report and docket daily Patent Center correspondence; process attorney reassignments; and report and docket PCT mail.
• Process transfers in by entering all bibliographic data and deadlines into docketing database and completing other tasks as outlined on the Transfer-In Checklist.
• Process transfers out by entering transfer information into docketing database, dedocketing deadlines, updating record status and completing other tasks as outlined on the Transfer-Out Checklist.
• Prepare reports from docketing database, including weekly final due date reports and bi-weekly monthly due date report, client status reports and ad-hoc reports as requested.
• Develops and maintains strong knowledge of U.S. and foreign patent rules and is attentive to proposed rule changes. Works with IP Staff Training & Docketing Manager and Patent Administrators to prepare for rule changes.
• Establishes and maintains good rapport with attorneys, paralegals, secretaries, file clerks and others in the firm.
• Assumes additional responsibilities as assigned.
• Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented (“can-do”) approach. Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.

Tracking Code 2445-437 Job Description

Required Skills

• Strong knowledge of USPTO Rules.
• Professional demeanor, exacting attention to detail, high quality work standards, and the ability to prioritize and perform effectively under pressure.
• Excellent oral and written communication skills.
• Excellent organizational and interpersonal skills necessary.
• Ability to meet deadlines with minimal supervision.
• Strong computer skills necessary with experience in CPI, Word, Outlook, Access, IPDAS
• Ability to work overtime as needed.
• Remains open to technological change as generative AI becomes more integrated into the firm’s practice, actively develop comfort with new tools, and adapt how work is performed to support efficiency and innovation.

Education

• BA/BS or equivalent experience.

Experience

• Prior IP prosecution experience in the capacity of a secretary, paralegal or docketer preferred.

Why Join Us?

• A values driven firm that fosters collaboration and respect
• The hiring range for this position is $87,760 – $109,700 annually, with final compensation based on experience, qualifications and internal equity.
• This position is eligible for a Hybrid Schedule
• Medical, dental, and vision insurance
• 401(k) with company match and profit-sharing options
• Paid time off and holidays

Our Commitment

Wilmer Cutler Pickering Hale and Dorr LLP (WilmerHale) is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination. It is our policy to take all employment actions and make all employment decisions without regard to race, color, religion, creed, gender, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, citizenship status, genetic predisposition or carrier status, disability, military status, status as a disabled or other protected veteran, or any other protected status under applicable law. WilmerHale will make reasonable accommodation for qualified individuals with disabilities and otherwise as required by applicable law.

For more information about Equal Employment Opportunity.

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This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right at all times, in its sole discretion, to add or subtract duties and responsibilities, as it deems necessary.

Job Location New York, New York, United States Position Type Full-Time/Regular Salary 87,760.00 - 109,700.00 USD