Intellectual Property Specialist

Career Legal; Wisconsin; On-site; USD 60,000 - 80,000; Full time

Job summary

Career Legal is seeking a highly organized IP Docketing Specialist to join its IP team in Wisconsin. You will support attorneys, paralegals and clients by identifying, docketing, monitoring and communicating important deadlines without fail.

This role emphasizes accuracy, structure and ownership in a fast-paced, deadline-driven environment. Your work will cover domestic and international patent and trademark dockets, USPTO notices, foreign letters, and renewal deadlines, with audits to ensure

Qualifications

• Two or more years of experience in IP docketing or intellectual property administration.
• Exceptional attention to detail and strong organisational skills.
• Ability to manage a high volume of competing deadlines.
• Strong written communication skills.
• Sound judgement and confidentiality.
• Proficiency with Microsoft Office (Outlook, Excel).
• Comfortable working independently and as part of a team.

Responsibilities

• Maintain and monitor domestic and international patent and trademark dockets.
• Enter and update critical dates and deadlines in the IP docketing system.
• Review USPTO notices, foreign correspondence, filing receipts and office actions to identify docketing events.
• Calculate and calendar deadlines in line with USPTO rules and statutes.
• Monitor deadlines for applications, extensions, statements of use, maintenance fees, issue fees and renewals.
• Track foreign deadlines communicated by foreign counsel and agents.
• Conduct regular audits of IP matters to verify docket accuracy and completeness.
• Escalate discrepancies or missed deadline risks promptly.
• Support US national stage, PCT matters and international prosecution tracking.
• Assist with training new team members and contribute to process improvements.

Job description

We are currently recruiting on behalf of an established law firm with a well-regarded Intellectual Property practice. Our client is looking for a highly organised and detail-oriented IP Docketing Specialist to join their IP team.

This is a great opportunity for someone who thrives on accuracy and structure. You will play a critical role in supporting attorneys, paralegals and clients by making sure that important intellectual property deadlines are identified, docketed, monitored and communicated without fail. The team is looking for someone who takes real ownership of their work and enjoys a fast-paced, deadline-driven legal environment.

Key Responsibilities

• Maintain and monitor domestic and international patent and trademark prosecution dockets
• Accurately enter and update critical dates and deadlines in the firm's IP docketing system
• Review USPTO notices, foreign associate correspondence, filing receipts, office actions and registration notices to identify docketing events
• Calculate and calendar deadlines in line with USPTO rules and relevant statutes
• Monitor deadlines for applications, extensions, statements of use, maintenance fees, issue fees, declarations and renewals
• Track foreign patent and trademark deadlines communicated by foreign counsel and agents
• Conduct regular audits of IP matters to verify docket accuracy and completeness
• Escalate discrepancies or missed deadline risks promptly
• Support US national stage applications, PCT matters and international prosecution tracking
• Act as a resource to the wider IP team on docketing procedures and systems
• Assist with training new team members and contribute to process improvement initiatives

Skills Required

• Two or more years of experience in IP docketing, intellectual property administration or a similarly detail oriented legal support role
• Exceptional attention to detail and strong organisational skills
• Ability to manage a high volume of competing deadlines
• Strong written and verbal communication skills
• Sound judgement and the ability to maintain confidentiality
• Proficiency with Microsoft Office, particularly Outlook and Excel
• Comfortable working independently as well as part of a team

Preferred but not essential

• Prior experience within an IP law firm or legal department
• Familiarity with USPTO procedures and terminology
• Experience with foreign patent and trademark prosecution
• Experience with IP docketing software or legal practice management systems
• Paralegal or legal assistant background in an IP practice

What's on Offer

A competitive salary and benefits package along with genuine opportunities for professional development. You will be working alongside experienced attorneys and legal professionals with exposure to a sophisticated and diverse IP practice.