Patent Client Services Administrator

Fenwick & West; San Francisco (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 timely, accurate workflows in a hybrid US setting. The role emphasizes drafting and e-filing with USPTO, managing dockets, and reporting to the Patent Client Services Manager.

The ideal candidate has extensive patent prosecution experience, familiarity with USPTO platforms, and strong attention to detail. Some in-office days are required weekly, with overtime as needed.

Qualifications

• Proficiency in USPTO platforms: Patent Center, WIPO, Assignment Center, PTO Financial Manager.
• Comprehensive knowledge of U.S. Patents.
• Experience in preparing complex IDSs and citing references correctly.
• Strong IP docketing systems knowledge.
• Ability to multitask in a deadline-driven environment.
• Excellent attention to detail and client service skills.
• Ability to work independently and as a team member.

Responsibilities

• Assist drafting and e-filing of USPTO documents related to patent prosecution.
• Serve as expert for client filing requirements and secure data sites.
• Format specifications for filing and maintain MPEP-compliant standards.
• Draft and proofread correspondence to internal personnel and clients.
• Maintain up-to-date knowledge of patent rules and regulations.
• Review and manage docket calendars and ensure due dates are met.
• Follow Fenwick IP workflows for timely and accurate delivery.
• Prepare client reports and maintain file integrity.
• Provide back-up support to team members as needed.
• Overtime flexible with dependable performance.

Skills

USPTO platforms knowledge

Attention to detail

Multitasking in deadline-driven env

Independent and team work

Strong proofreading

Excellent client service

Tools

Patent Center

WIPO

Assignment Center

PTO Financial Manager

MS Office applications

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.

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 DISCLAIMERS, 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.