IP Practice Coordinator

Goodwin; Boston (MA); On-site; USD 49,400 - 74,200; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Retirement plan

Paid time off

Professional development

Employee recognition

Wellness programs

Employee discounts

Job summary

Goodwin seeks an IP Practice Coordinator to provide high-level administrative support for the firm’s Intellectual Property practice in Boston. You will handle document management, scheduling, travel logistics, and billing coordination to ensure efficient workflows and excellent client service.

You will work closely with attorneys, paralegals, and administrative teams, managing confidential information with discretion while maintaining a proactive and collaborative approach across departments.

Qualifications

• Bachelor’s degree or minimum of one year work experience in an administrative or legal support capacity, or equivalent education/experience.
• Strong interpersonal, organizational, and communication skills with ability to communicate clearly in writing and verbally.
• Demonstrate a strong work ethic and initiative with a proactive mindset.
• Understanding of legal ethics and professional responsibility principles.
• Excellent analytical and problem-solving abilities with ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and accuracy with discretion when handling confidential information.
• Collaborative team player with a professional approach.
• Proficiency in MS Office (Excel, Word) and standard operating tools.

Responsibilities

• Provide comprehensive administrative support to the Intellectual Property Practice Group.
• Handle incoming/outgoing mail, scanning, and courier preparation.
• Draft and send routine communications and correspondence.
• Coordinate and maintain department documents in the firm’s document management system (iManage).
• Open new matters, update existing matters, and process conflict checks per firm protocols.
• Prepare engagement letters and assist with audit letters.
• Maintain calendars, schedule meetings, and coordinate conference room bookings and logistics.
• Arrange domestic and international travel for practitioners.
• Assist with printing, compiling, and distributing legal documents and correspondence.
• Support billing processes, including time entry, pre-bill preparation, and client billing coordination.
• Process expense reimbursements and vendor invoices; obtain timekeeper approvals and coordinate payment of foreign associate invoices.
• Support department projects and complete ad-hoc data audits as needed.

Skills

Interpersonal skills

Organizational skills

Communication skills

Initiative

Discretion

Problem solving

Detail orientation

Collaboration

MS Office

Education

Bachelor’s degree or equivalent experience

Tools

MS Excel

MS Word

iManage

Job description

Position Summary

The IP Practice Coordinator provides a high level of administrative support to the firm’s Patent practice. This role is responsible for supporting daily operations, including document management, data entry, billing coordination, and internal communications. The Coordinator works closely with attorneys, paralegals, and administrative teams to facilitate efficient workflows and ensure a high-standard of service and responsiveness across departments.

Responsibilities

• Provide comprehensive administrative support to the Intellectual Property Practice Group.
• Handle incoming and outgoing mail, including scanning correspondence and preparing packages for courier delivery.
• Draft and send routine communications and correspondence.
• Coordinate, organize, and maintain department-related documents within the firm’s document management system (e.g. iManage).
• Open new matters, update existing matters, and process conflict checks in accordance with firm protocols.
• Prepare engagement letters and assist with audit letters.
• Maintain calendars, schedule meetings, and coordinate conference room bookings, conference calls, and meeting logistics (including refreshments).
• Arrange domestic and international travel for practitioners.
• Assist with printing, compiling, and distributing legal documents, opinions, and correspondence.
• Support billing processes, including:
  • Time entry and fixed fees input (e.g. IntApp Time)
  • Pre-bill preparation and edits
  • Client billing coordination (electronic and manual)
• Process expense reimbursements and vendor invoices (e.g. Chrome River).
• Obtain timekeeper approvals and coordinate payment of foreign associate invoices.
• Support various departmental projects and initiatives as assigned.
• Complete ad-hoc data audits and project-based tasks as needed.

Qualifications

• Bachelor’s degree or minimum of one (1) year work experience in an administrative or legal support capacity, or equivalent of education and work experience.
• Strong interpersonal, organizational, and communication skills, with the ability to communicate clearly, both written and verbal formats.
• Demonstrate a strong work ethic and self-motivation with a desire to take initiative.
• Understanding of legal ethics and professional responsibility principles.
• Excellent analytical and problem-solving abilities, with the capacity to manage multiple priorities in a fast-paced environment.
• High level of attention-to-detail and accuracy.
• Ability to handle sensitive and confidential information with sound judgment and discretion.
• Collaborative team player with a positive and professional approach.
• Proficiency in standard office software (MS Excel, Word, Internet Search Engines, etc.) required.

Benefits

• Health, dental, and vision insurance
• Life and disability insurance
• Retirement & Savings Plan
• Emergency back-up child and adult care
• Paid vacation, sick time off, and holidays
• Professional development and career advancement opportunities
• Employee recognition and reward programs
• Employee wellness and assistance programs
• Employee discounts and perks

Compensation

This position is eligible for overtime: Yes.

Target Salary Range For This Position Varies By Location And Is Commensurate With Relevant Experience: Boston $49,400 - $74,200.