IP Specialist

Polsinelli; Los Angeles (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

Polsinelli PC is seeking an IP Specialist to support patent, trademark, and litigation workflows in its Los Angeles office. The role focuses on docket management, document preparation, and client communications with a focus on precision and efficiency.

The position involves billing around 750 hours per year across IP matters, invoicing coordination, and assisting with engagement letters and intake. Strong IP docketing experience and meticulous attention to detail are essential.

Qualifications

• 5+ years of related IP experience.
• Solid knowledge of IP rules and procedures.
• Excellent verbal and written communication skills.
• Proficient in IP docketing systems and MS Office.
• Ability to manage multiple priorities with accuracy.

Responsibilities

• Bill 750 hours/year.
• Maintain docketing and case/file management, including emails and documents.
• Prioritize tasks, meet deadlines, and manage multiple projects.
• Create, edit, format, and proofread documents and presentations accurately.
• Prepare and circulate client and outside counsel reporting letters.

Skills

IP law experience

Strong written/verbal skills

Attention to detail

Docketing proficiency

MS Word/Excel/Outlook

Tools

InTapp

Chrome River

iManage

Adobe

Microsoft Office

Job description

At Polsinelli, What a Law Firm Should Be is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who has a keen eye for detail, thrives in a professional environment and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you! Polsinelli is hiring and has an opening for an IP Specialist in one of the following offices: Houston, San Francisco, Seattle, Phoenix, or Los Angeles office.

Core Responsibilities

• Responsible for billing 750 hours/year
• Maintain secondary docket and case and file management, including uploading email communications and documents to docketing and DMS systems, as well as maintaining and updating files and client portals and attending any status meetings
• Effectively set priorities, meet deadlines and manage multiple projects, including preparation and maintenance of internal docket reports, charts, and to-do lists
• Create, edit, format, and proofread documents, memoranda, correspondence, spreadsheets, and presentations with the highest level of accuracy and attention to detail
• Prepare and circulate reporting letters to client(s) and/or outside counsel or vendors

Non-Billable Duties

• Coordination of client estimates and accruals, as well as invoicing process
• Maintain and update files, including file openings and conflict checks in InTapp
• May assist with drafting engagement letters
• May assist with intake activities
• Responsible for scheduling and coordinating travel arrangements (Attorney travel)
• Responsible for overseeing invoice payments/expenses/reimbursements
• Coordinate tracking of CLE for assigned attorneys
• Other duties as assigned

Billable Duties (by assigned IP practice area)

Patent

• Manage docket and patent prosecution practice for assigned client portfolios
• Assist with coordination of invention harvesting meetings and patent prosecution tasks with client and team
• Prepare and circulate reporting letters to client(s) and/or outside counsel or vendors for notices issued by the USPTO and other patent offices
• Draft patent prosecution templates, such as formalities, and electronically file with USPTO
• Compile, upload, and electronically file US patent applications with USPTO
• Review filed and issued patent communications to identify any errors or required corrections
• Review issued patents for errors, determine expiration date of patent, and prepare certificate of correction, if necessary
• Review, prepare, monitor and update IDS charts and/or client portfolio spreadsheets as needed
• Other duties as assigned

Trademark

• Manage docket and trademark prosecution practice for assigned client portfolios
• Assist with coordination of trademark searches, maintenance reminders, and trademark prosecution tasks with client and team
• Prepare and circulate reporting letters to client(s) and/or outside counsel or vendors for notices issued by the USPTO, WIPO, TTAB, Foreign Trademark Offices, and Copyright Office
• Draft trademark maintenance reminders
• Other duties as assigned

Litigation

• Coordinate project files, including drafting internal and external communications related to ongoing litigation tasks
• Draft and transmit legal documents, memoranda, and correspondence to clients, witnesses, and court officials by electronic filing, fax, email, mail, and/or messenger
• Assist in setting up review databases and archiving data as needed
• Analyze and generate reports from data, ensuring accurate and efficient data handling
• Draft basic search queries and collaborate with attorneys to identify relevant documents
• Conduct thorough Quality Checks (QC) on document productions to ensure accuracy
• Assist with calculating and managing litigation timelines
• Potential travel for assistance at depositions, mediations, and trials
• Other duties as assigned

Skills And Experience

• 5+ years of related experience
• Knowledge of specific Intellectual Property rules and procedures, as well as keeping abreast of department guidelines
• Exceptional verbal and written skills, as well as administrative and management skills
• Exceptional typing skills; ability to draft and/or edit documents accurately and quickly
• Critical thinker who works efficiently, using available technology and strives to simply tasks and enhance efficiency.
• Ability to pay attention to the minute details of a project or task (i.e. calendaring, meeting coordination, timesheet entries, travel plans, file openings)
• Proficient in IP Docketing System, InTapp, Chrome River, iManage, Adobe, and Microsoft programs Word, Excel, and Outlook
• Annually complete eight (8) hours of continued technical education through the firm’s training department, including, but not limited to, IP Department-specific training

This role is budgeted based on experience and education: $80,000 - $100,000.

Polsinelli PC is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law.