IP Patent Prosecution Admin Specialist

Haynes and Boone, LLP; Costa Mesa (CA); On-site; USD 85,000 - 120,000; Full time

Job summary

Haynes and Boone, LLP seeks a skilled legal administrator to support patent prosecution filings, manage electronic US and foreign filings, and oversee docketing for IP matters. The role involves drafting, billing, file management, and communication with clients and agencies.

The ideal candidate has 3–5 years in patent prosecution, strong IP terminology knowledge, and proficiency with major IP systems. On-site work in California is expected.

Qualifications

• 3–5 years of patent prosecution experience with US rules and procedures.
• Strong familiarity with IP filing processes and terminology.
• Proficient with IP-related systems and firm technology platforms.
• Ability to manage expenses, client billing, and CRM workflows.
• Experience supporting multiple attorneys in a fast-paced firm.

Responsibilities

• Prepare patent prosecution filings and IDS for attorney review.
• Manage electronic filing of US and foreign applications through filing portals.
• Monitor deadlines using docket reports for IP matters.
• Review and route incoming correspondence; communicate with Docketing.
• Transmit documents to clients, courts, USPTO, and agencies.
• Create and maintain electronic/physical files and client data.
• Assist with billing and time entry, auditing and instructions.
• Coordinate file transfers and delegate tasks to clerks.
• Prepare assignment records with the USPTO and cost estimates.
• Draft correspondence, proofreading and redlining; schedule meetings.

Skills

Patent prosecution

IP terminology

Billing & expenses

Office software

CRM systems

Docketing tools

Education

High school diploma

Two years college/experience

Tools

PCT Easy

EFS-Web

PAIR

Pattsy Wave

PatentHunter

CIP Patent Annuity Service

USPTO/WIPO/EspaceNet

DeskSite

Chrome River

Carpe Diem

Job description

Haynes and Boone, LLP seeks a skilled legal administrator to support patent prosecution filings, manage electronic US and foreign filings, and oversee docketing for IP matters. The role involves drafting, billing, file management, and communication with clients and agencies.

The ideal candidate has 3–5 years in patent prosecution, strong IP terminology knowledge, and proficiency with major IP systems. On-site work in California is expected.