IP Practice Coordinator & Follow-Up Specialist

Whitaker Chalk Swindle & Schwartz PLLC; Fort Worth (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Whitaker Chalk Swindle & Schwartz PLLC is seeking an IP Practice Administrative Assistant to support the IP team in a collaborative environment. The role focuses on task tracking, invoice processing, and maintaining proactive communication with clients and foreign associates.

The ideal candidate will manage deadlines, follow up on outstanding tasks, and help ensure smooth operations across the IP practice, including patent, trademark, and copyright matters.

Qualifications

• 2–5 years of experience in organizational tasks; knowledge of USPTO filings is a plus.
• Proactive task tracking and follow-up for IP attorneys and paralegals; ensure deadlines are met.
• Draft and send regular status updates to clients and foreign associates; manage invoicing and engagement agreements.
• Maintain structured daily follow-up workflow to prevent slips in client matters or attorney tasks.

Responsibilities

• Follow up on pending IP attorney tasks and ensure deadlines are communicated and met.
• Process vendor invoices and engagement agreements.
• Draft client and foreign associate communications with regular status updates.
• Maintain a structured workflow to ensure no matter is overlooked.

Skills

Task tracking

Communication

Organization

IP process knowledge

Tools

Microsoft Teams

Planner

Outlook

Chat

Job description

Whitaker Chalk Swindle & Schwartz PLLC is seeking an IP Practice Administrative Assistant to support the IP team in a collaborative environment. The role focuses on task tracking, invoice processing, and maintaining proactive communication with clients and foreign associates.

The ideal candidate will manage deadlines, follow up on outstanding tasks, and help ensure smooth operations across the IP practice, including patent, trademark, and copyright matters.