Intellectual Property IP Intake Specialist

Snell & Wilmer; Phoenix (AZ); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Generous benefits package

Tuition reimbursement

401K/profit sharing

401K/Profit sharing

Paid holidays & PTO

Job summary

A law firm in Phoenix is seeking an IP Intake Specialist to enhance the Intellectual Property Practice Group. This role involves managing client matters' intake and ensuring accurate record-keeping for patent and trademark filings. Ideal candidates will have at least 2 years of relevant experience, strong organizational skills, and proficiency in IP systems. The position offers a hybrid work schedule and a competitive benefits package including comprehensive insurance and paid time off.

Qualifications

• 2+ years of experience in an IP docketing, paralegal or similar role preferred.
• Familiarity with USPTO electronic filing systems and patent and trademark processes.
• High attention to detail and accuracy.
• Excellent written and verbal communication.

Responsibilities

• Coordinate the intake and setup of new IP client portfolios.
• Facilitate the transition of incoming or outgoing patent and trademark matters.
• Act as the central point of contact for attorneys and staff regarding status.
• Verify client/matter details with Conflicts, Billing, and New Business Intake.

Skills

Attention to detail

Written and verbal communication

Organizational skills

Ability to manage deadlines

Proficiency with IP docketing software

Tools

CPI

Microsoft Office Suite

Job description

Snell & Wilmer takes the privacy of the personal information that we collect from you during the employment application process seriously. In compliance with California’s Consumer Protection Act (“CCPA”), we are providing you with our Privacy Notice for California Residents and our general Privacy Policy. As required by the CCPA, our notice describes the categories of personal information we collect (or may collect) from you as well as our use and disclosure of that personal information. Please review this Notice and our Privacy Policy. By providing your personal information to as part of the recruitment or application process, you consent to the collection, use and disclosure of your personal information by Snell & Wilmer consistent with this Notice. By clicking “consent” or “I accept”, you acknowledge that you read and agree to Snell and Wilmer L.L.P.: Privacy Policy and Privacy Notice for California Residents located at https://www.swlaw.com/legal/privacy-policy.

IP Intake Specialist Job Details

Snell & Wilmer is seeking an IP Intake Specialist to support the firm’s Intellectual Property Practice Group by managing the intake and transfer of client matters. This position ensures accurate and timely entry of information related to US and foreign patent, trademarks, and copyright filings, assignments, and other critical records. The ideal candidate will have strong attention to detail, experience with patent and trademark both US and foreign filings, and the ability to work effectively with internal and external stakeholders.

Hours: Monday through Friday from 8:30 a.m. to 5:00 p.m. in a hybrid schedule in Phoenix, AZ.

Position responsibilities

• Coordinate the intake and setup of new IP client portfolios, including verification of data, confirmation of instructions, and liaising with Docketing and Records teams.
• Facilitate the transition of incoming or outgoing patent and trademark matters, ensuring all relevant documentation, files, deadlines, and ownership information is accurate and complete.
• Act as the central point of contact for attorneys and staff regarding the status of intake and transfer processes.
• Work with Conflicts, Billing, and New Business Intake teams to verify client/matter details and ensure compliance with internal policies and client-specific requirements.
• Communicate directly with internal stakeholders, clients, foreign associates, and other firms to gather and provide necessary documentation.
• Maintain internal intake logs, metrics, and reports to support operational transparency and performance tracking.
• Assist with special projects and process improvements related to IP portfolio management and intake efficiency.
• Uphold confidentiality, data integrity, and professional conduct at all times.
• Manage and process incoming IP matters, including sequencing, reviewing electronic and physical files, and confirming deadlines. Escalate deficiencies or inconsistencies as needed.
• Track the status of intake matters and maintain accurate records, including timely correspondence regarding intake progress.
• Conduct audits of intake records to ensure completeness and accuracy of documentation, deadlines, and supporting materials.
• Prepare and generate client reports or internal audit summaries for IP matter portfolios as needed.
• Support large-scale IP assignment or docket verification projects, ensuring accuracy and thorough documentation.

Experience and Qualifications

• 2+ years of experience in an IP docketing, paralegal or similar role preferred.
• Familiarity with USPTO electronic filing systems and patent and trademark processes.
• Strong organizational skills with the ability to manage multiple deadlines and tasks simultaneously.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Proficiency with IP docketing software and standard office applications (e.g., CPI and Microsoft Office Suite).
• Ability to work independently and collaboratively in a fast-paced legal environment.

Snell & Wilmer offers a competitive performance-based compensation and a generous benefits package starting on your first day. The benefits package includes medical, dental, vision, disability, life insurance, 401K/profit sharing, paid holidays, tuition reimbursement and paid time off including vacation time, personal time, and sick time where appropriate. Snell & Wilmer values the principles of Diversity, Inclusion, and Belonging.

We are an Equal Employment Opportunity employer.