Patent Client Services Administrator

Fenwick & West; Palo Alto (CA); Hybrid; USD 112,000 - 149,000; Full time

Job summary

Fenwick & West is seeking a Patent Client Services Administrator to manage client portfolios and ensure high-quality service. The role supports a patent prosecution practice with deadlines, drafting and filing duties, and client reporting.

The position can be based in any U.S. office with a hybrid schedule, requiring one on-site day per week and potential additional in-office days as needed. Experience in patent workflows and docketing is important.

Qualifications

• Assist with drafting and e-filing USPTO documents for patent prosecution.
• Prepare complex IDSs and stay abreast of related rules and processes.
• Maintain up-to-date knowledge of patent rules and regulations.
• Multitask in a deadline-driven environment with attention to detail.
• Type standard correspondence and proofread documents for errors.
• Interact with clients, vendors and internal teams with exemplary service.
• Maintain docket calendars and coordinate with docketing personnel.
• Follow Fenwick IP workflows to ensure timely, accurate delivery of work.
• Proficient in MS Office applications and confidential information handling.

Responsibilities

• Assist with drafting and e-filing of patent-related documents in USPTO.
• Serve as expert for client filing/reporting requirements across extranets.
• Format specifications for filing and maintain MPEP-compliant formatting.
• Draft and proofread emails, memoranda and client communications.
• Maintain up-to-date patent rule knowledge and docket calendars.
• Ensure accuracy of docket dates and deadlines with docketing staff.
• Prepare client reports and maintain electronic file integrity.

Skills

USPTO platforms

IP docketing

IDS preparation

MS Office

Client service

Attention to detail

Typing

Teamwork

Tools

Patent Center

WIPO

Assignment Center

PTO Financial Manager

Job description

Job Description Summary

The Patent Client Services Administrator will be responsible for managing portfolios for the firm’s patent group clients. The Administrator will ensure quality service and will maintain a harmonious working relationship with lawyers, management, supervisors, co-workers, and clients by ensuring effective and efficient workflows and working ahead of all deadlines.

Job Description Summary

The Patent Client Services Administrator will be responsible for managing portfolios for the firm’s patent group clients. The Administrator will ensure quality service and will maintain a harmonious working relationship with lawyers, management, supervisors, co-workers, and clients by ensuring effective and efficient workflows and working ahead of all deadlines.

This position can be based in any of our U.S. office locations and offers a hybrid work arrangement, requiring one day on-site per week in office, with the possibility of additional required in‑office days depending on business and client needs. The work schedule for this position (non-exempt) will be 37.5 hours per week, Monday-Friday, from 9:00 a.m. to 5:30 p.m., with flexibility and the ability to work overtime as needed.

Job Description

• Assist with the drafting and e-filing of various legal documents in the U.S. Patent & Trademark Office (USPTO) related to patent prosecution of applications including, but not limited to, office action amendments and responses, requests for continued examination, continuation and divisional applications, information disclosure statements, supplemental application data sheets, sequence listings, extensions of time, terminal dismissals, various petitions, notices of appeal, appeal briefs, corrected drawings, assignment recordations, post-grant proceedings and other documents as required.
• Serve as an expert for specific client requirements and needs for filing and reporting of documents, including the use of various client extranets and secure data sites.
• Format utility/provisional specifications for filing in the USPTO and have the ability to develop and maintain structural and formatting requirements as outlined in the MPEP.
• Draft, prepare and proofread written correspondence involving emails, memoranda and/or other documentation to internal personnel, clients and/or assignees.
• Maintain up-to-date knowledge of patent rules and regulations.
• Review and maintain docket calendars for assigned clients, independently calculate docket dates as a second review, and coordinate with docketing personnel to ensure accuracy of the docket and compliance with due dates.
• Utilize and follow all Fenwick IP specific workflow processes and procedures to ensure the timely and accurate delivery of work.
• Prepare client reports as requested.
• Maintain file integrity of electronic documents and correspondence.
• Serve as a back-up to team members as required.
• Flexible and dependable with the ability to work overtime as needed.
• Perform other duties as assigned.

Desired Skills And Qualifications

• Proficiency in navigating some or all of the following USPTO platforms: Patent Center, WIPO, Assignment Center and PTO Financial Manager.
• Comprehensive knowledge of U.S. Patents.
• Must have experience in preparing complex IDSs and stay abreast of all related rules and processes including citing references correctly.
• Must have strong knowledge of IP docketing systems.
• Multitask in a highly demanding, deadline-driven environment.
• Possess a high level of attention to detail.
• Take initiative and work both independently and in a team environment.
• Ability to proofread typed material for grammatical, typographical and spelling errors.
• Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation.
• Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors.
• Excellent written, verbal and organizational skills.
• Maintain and handle confidential and sensitive information with discretion.
• Promote effective work practices, work as a team member, and show respect for all firm personnel.
• Proficiency in MS Office applications.

Reporting to the Patent Client Services Manager, the ideal candidate will have a minimum of six (6) years of relevant work experience in a patent prosecution practice. Experience in a law firm setting is strongly preferred.

Benefits And Compensation Details

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The Anticipated Range For This Position Is

$111,900 - $148,875

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.