IP Database Coordinator

Fenwick & West; Santa Monica (CA); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Healthcare

Life Insurance

HSA

FSA

Wellbeing

Job summary

Fenwick & West is seeking an IP Database Coordinator to enter, update, and audit patent docket records with high accuracy. You will support the IP Systems Manager and Docketing team, handling data quality checks and routine matter intake in a hybrid work arrangement.

The role emphasizes meticulous data entry, adherence to standards, and collaboration with timekeepers and staff across departments. A Bachelor's degree and 1–2 years' administrative data experience are preferred.

Qualifications

• 1–2 years of data entry, records administration or similar detail-oriented administrative role.
• Bachelor's degree preferred.

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.
• Coordinate with Docketing, Records, and Accounting staff to confirm new matter information is complete and correctly entered.
• Provide first-level support to staff on routine docketing software questions.
• Assist with testing of system updates, new fields, and reports prior to release.
• Maintain department documentation and participate in training sessions.

Skills

Precision

Organization

SQL

Patricia

Excel

Communication

Independent work

Teamwork

Patent terminology

Problem solving

Critical thinking

Education

Bachelor's degree

Tools

SQL

Patricia

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.

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.

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

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.