IP Docketing Specialist

Haynes and Boone, LLP; Houston (TX); On-site; USD 50,000 - 75,000; Full time

Job summary

Haynes and Boone, LLP seeks a Docketing Specialist to support the Intellectual Property group in a high‑volume, team‑oriented environment in Houston. The role focuses on docketing deadlines, maintaining records, and ensuring accurate data in the docketing system.

Responsibilities include processing and emailing docket notifications, updating records, and producing docket reports for attorneys. Strong knowledge of US and foreign patent/trademark lifecycles is required, along with attention to

Qualifications

• Electronic docketing software experience.
• 3+ years of IP deadline docketing experience.
• Thorough understanding of U.S. and foreign patent/trademark lifecycles (Non-provisional, Provisional, PCT, Madrid Protocol).
• Ability to independently determine priority dates, calculate due dates, and verify terms in the docketing database.
• Familiarity with USPTO, WIPO, EPO e‑platforms.
• Knowledge of docketing best practices and data accuracy verification.
• Proficient in Microsoft Office (Outlook, Excel, Word) and Adobe; adaptable to new software.
• Strong communication skills and dependable with minimal supervision.

Responsibilities

• Review all incoming IP correspondence to determine due/reminder dates.
• Email docketed deadline information to relevant individuals.
• Create and annotate records in the docketing database; verify data accuracy.
• Maintain current deadlines per correspondence and law requirements.
• Verify status of patent/trademark cases with USPTO and foreign PTOs.
• Prepare standard and custom docket reports for attorneys and staff.
• Assist with client intakes and transfers and attorney hires/changes.
• Support attorneys with US/foreign prosecution deadline verifications.

Skills

Attention to detail

Microsoft Office

Adobe

Data entry

Education

High-school diploma

College degree preferred

Tools

Docketing software

Job description

Position Overview

This position will be working in a high‑volume, team‑oriented environment supporting our multi‑office Intellectual Property group.

Essential Duties

• Review all incoming correspondence for the IP group to determine due dates or reminder dates to be docketed or de‑docketed in our docketing database.
• Process and email information regarding deadlines docketed to the appropriate individuals.
• Create new records within the database, annotate all entries as appropriate, and verify accuracy of data entered prior to considering record creation/up‑date complete.
• Maintain current deadlines in accordance with correspondence received and prevailing country law requirements.
• Assist in verifying and updating the status of patent and trademark cases in accordance with review of record information displaying at the USPTO and various foreign PTOs.
• Docketing of internal docket slips.
• Prepare standard and custom docket reports for attorneys and staff.
• Assist with intakes and transfers in connection with new clients, attorney hires, attorney departures, or changes in counsel.
• Assist attorneys and paralegals with U.S. and foreign prosecution deadline verifications as needed.
• Assist with assigned special projects.

Reporting Relationship

The Docketing Specialist reports directly to the Intellectual Property Support Manager. Subordinate Staff: N/A

Education

High‑school diploma required; college degree preferred.

Qualifications

• Electronic docketing software experience.
• No less than three years of experience with Intellectual Property deadline docketing.
• Thorough understanding of U.S. and foreign patent and trademark prosecution and lifecycles (Non‑provisional, Provisional, PCT, Madrid Protocol).
• Ability to independently determine priority dates, calculate due dates, and verify terms in the docketing database.
• Familiarity with various patent and trademark office e‑platforms (USPTO, WIPO, EPO).
• Knowledge of docketing best practices and resourcefulness in obtaining data accuracy verification.
• Excellent skills in Microsoft Office applications (Outlook, Excel, Word), Adobe, and ability to adapt to new computer software.
• Strong attention to detail, time‑management skills, problem‑solving mindset, collaborative attitude, and a positive, can‑do attitude with good verbal and written communication skills.
• Dependable and responsible with minimal supervision.

Physical Demands

• Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.
• Remains stationary at least 85% of the time.
• Must be able to operate computers and office productivity machines (fax machine, copier, printer, etc.) on a regular basis.
• Occasionally required to move documents or files weighing up to 15lbs.
• Must be able to inspect and observe information on a computer screen at least 80% of the time.
• Requires constant communication and exchange of information with the Firm attorneys, clients, and staff.