IP Database Coordinator

Fenwick & West LLP; Palo Alto (CA); Hybrid; USD 76,000 - 101,000; Full time

Benefits offered by this job

Discretionary bonus

Job summary

Fenwick & West LLP is seeking an IP Database Coordinator to maintain patent matter data, run routine audits, and support the IP Systems Manager. You will assist with data integrity, new matter intake, and basic docketing software troubleshooting in a hybrid US-office environment.

The role emphasizes meticulous data entry, adherence to standards, and collaboration with Records and Accounting staff. Bachelor’s degree preferred; 1–2 years in a related admin/data-entry role is ideal, with exposure

Qualifications

• 1-2 years of experience in data entry, records administration, or a similar detail-oriented administrative role.
• Strong commitment to precision, quality, and consistency with highly detailed work.
• Familiarity with patent terminology is a plus; willingness to learn is essential.
• Basic proficiency with database or docketing software; SQL and/or Patricia experience is a plus.

Responsibilities

• Enter, update, and maintain patent matter data in the docketing database accurately and in a timely manner.
• Perform routine quality checks and audits of docket records to identify and correct discrepancies.
• Flag recurring or systemic data issues and assist in resolving them with the IP Systems Manager.
• Coordinate with Docketing, Records, and Accounting staff to ensure completeness of new matter information.
• Provide first-level support to staff on routine docketing software questions.

Skills

Attention to detail

Data entry

SQL

Patricia

Excel

Written and verbal communication

Teamwork

Problem solving

Education

Bachelor's degree preferred

Tools

Docketing software

Patricia

SQL

Excel

Job description

Job Description Summary

The IP Database Coordinator supports the IP Systems Manager and broader IP Docketing team by performing accurate, timely data entry and ongoing quality review of information in the firm’s patent docketing database. This position requires meticulous attention to detail, as the integrity of client and case data directly affects docket deadlines and client service. The IP Database Coordinator will assist with routine data audits, new matter intake support, and basic troubleshooting of docketing software, escalating more complex issues to the IP Systems Manager as needed. This position can be based in any of our U.S. office locations and offers a hybrid work arrangement, allowing you to work both from home and at your designated Fenwick office. The frequency of in-office work will be determined by business needs and guided by your department's directives.

Data Entry & Integrity

Enter, update, and maintain patent matter data in the docketing database accurately and in a timely manner. Perform routine quality checks and audits of docket records to identify and correct discrepancies, missing fields, or inconsistencies. Follow established data entry standards and checklists to ensure consistency across client portfolios. Flag recurring or systemic data issues to the IP Systems Manager and assist in resolving them. Maintain accurate records of data corrections and audit findings. Coordinate with Docketing, Records, and Accounting staff to confirm new matter information is complete and correctly entered. Support communication with timekeepers to gather or clarify missing matter information.

System & Process Support

Provide first-level support to staff on routine docketing software questions, escalating complex technical issues as appropriate. Assist with testing of system updates, new fields, and reports prior to release, verifying data displays and calculates correctly. Help maintain department documentation, such as data entry guides and quick-reference materials. Participate in training sessions on docketing software and departmental data entry procedures. Support ad hoc report and data extraction requests under the direction of the IP Systems Manager.

Desired Skills & Qualifications

Brings a strong commitment to precision, quality, and consistency, with the ability to excel in highly detailed work requiring careful review, sound judgment, and thorough execution. Strong organizational skills with the ability to manage multiple data entry tasks and deadlines simultaneously. Basic proficiency with database or docketing software (training provided); prior experience with SQL and/or Patricia (or a similar docketing system) is a plus. Comfortable working with spreadsheets (e.g., Excel) for data review and comparison. Ability to follow written procedures precisely and to identify when something doesn’t look right. Good written and verbal communication skills; able to work effectively with staff at all levels. Ability to work both independently and as part of a team. Familiarity with patent terminology is a plus but not required; willingness to learn is essential. Strong problem solving and critical thinking skills. Reporting to the IP Systems Manager, the ideal candidate will have 1-2 years of experience in data entry, records administration, or a similar detail-oriented administrative role. Prior experience in a law firm, IP department, or patent prosecution environment is a plus. Bachelor's degree preferred. #LI-Hybrid

Benefits and Compensation Details

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health – physical, emotional, and financial – is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits. The anticipated range for this position is: $75,700 - $100,675 Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.

Our Story

For more than five decades, Fenwick & West has helped some of the world’s most recognized companies become, and remain, market leaders. From emerging enterprises to large public corporations, our clients are leaders in the technology, life sciences and cleantech sectors and are fundamentally changing the world through rapid innovation. Having worked alongside such progressive and cutting edge companies for so long, our culture has come to reflect the entrepreneurial spirit of our client base. Unlike traditional law firms, we move at our clients’ speed and have earned the reputation as a go-to law firm for growing companies that need insightful, strategic counsel to help tackle the challenging issues that arise when the law cannot keep up with their pace of innovation. With the same passion for excellence and innovation reflected in our client base, our firm is making revolutionary changes to the practice of law through substantial investments in proprietary technology tools and processes. Our clients demand–and deserve–new ways to receive best-in-class legal services more effectively. At Fenwick, we are proud to be shaping our legal services to do just that. We are proud to have been named one of the Best Places to Work in the Bay Area for the twelfth year.

Fenwick & West LLP is an Equal Opportunity Employer, and, as such, conducts all employment-related activities without regard to unlawful consideration of race, religion, color, marital status, national origin, age, sex, disability, sexual orientation or gender identity, gender, genetic characteristics or any other classification protected by applicable local, state or federal employment discrimination laws. We are committed to providing equal employment opportunities for all. If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, please contact [e-mail] or [e-mail]. At the discretion of the recruiting department, we accept submissions by agency recruiters when a fee agreement has been established between the firm and the agency. Agency recruiters, please submit candidates here. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. To view our privacy policy click here.