Patent Coordinator

Patterson + Sheridan, LLP; Houston (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Patterson + Sheridan, LLP is seeking a Patent Coordinator to provide comprehensive administrative and prosecution support throughout the patent lifecycle. You will work with attorneys, patent agents, and clients from initial disclosures to issuance, coordinating filings, responses, and foreign matters.

The role requires knowledge of patent prosecution procedures, superb attention to detail, and the ability to manage competing priorities independently.

Qualifications

• Bachelor’s degree, paralegal certificate, or equivalent combination of education and experience preferred.
• Experience supporting patent prosecution in a law firm or IP environment preferred.
• Strong organizational skills with ability to manage multiple matters and deadlines.

Responsibilities

• Provide comprehensive administrative support for U.S. and foreign patent matters from initial filing through issuance.
• Prepare, review, and coordinate documents for filing with the USPTO and other prosecution-related documents.
• Coordinate foreign patent prosecution activities with foreign associates and monitor correspondence for follow-up.
• Review and process incoming USPTO, foreign and client correspondence with the responsible attorney.
• Maintain familiarity with procedures, billing requirements, and matter reporting expectations.
• Monitor deadlines and work with attorneys and docketing to ensure timely actions.
• Manage assigned attorney and client portfolios, identify upcoming needs and workload concerns.
• Communicate professionally with attorneys, clients, foreign associates, vendors, and firm personnel.
• Delegate work to Patent Coordinator Assistants while reviewing for accuracy and completeness.
• Assist with opening new matters and supporting matter transfers and portfolio transitions.
• Maintain accurate electronic files and records per firm and client requirements.
• Support billing processes with accurate matter information and compliance.
• Participate in training and stay current with USPTO procedures and firm processes.
• Use firm technology to improve accuracy, efficiency, and consistency.
• Identify workflow improvements and collaborate on process enhancements.
• Provide backup support to other Patent Coordinators and teams as needed.
• Maintain confidentiality and exercise sound judgment with sensitive information.
• Perform other duties and special projects as required.

Skills

Strong organizational skills

Attention to detail

Effective communication

Deadline management

Independent work

Team collaboration

Education

Bachelor’s degree or paralegal certificate

Tools

Microsoft Office

USPTO systems

IP management systems

Document management systems

Job description

The Patent Coordinator provides comprehensive administrative and prosecution support to attorneys, patent agents, and clients throughout the patent lifecycle, from new invention disclosures and application filing through prosecution and patent issuance.

Patent Coordinators are assigned to attorney and client teams and are responsible for understanding the practices, preferences, and requirements of the attorneys and clients they support. The position requires knowledge of patent prosecution procedures, exceptional attention to detail, sound judgment, and the ability to independently manage competing priorities and deadlines.

Patent Coordinators work collaboratively with attorneys, the Docketing team, other Patent Coordinators, Patent Coordinator Assistants, and the Patent Operations leadership team to ensure work is completed accurately, efficiently, and consistently.

Job Responsibilities

• Provide comprehensive administrative support for U.S. and foreign patent matters from initial filing through issuance.
• Prepare, review, and coordinate documents for filing with the U.S. Patent and Trademark Office (USPTO), including patent applications, responses, declarations, assignments, information disclosure statements, and other prosecution-related documents.
• Coordinate foreign patent prosecution activities with foreign associates, including transmitting instructions, monitoring correspondence, and ensuring appropriate follow-up.
• Review and process incoming USPTO, foreign associate, and client correspondence and take appropriate action in coordination with the responsible attorney.
• Maintain familiarity with attorney and client-specific procedures, billing requirements, matter information, and reporting expectations.
• Monitor deadlines and work collaboratively with attorneys and the Docketing team to ensure timely completion of required actions.
• Manage assigned attorney and client portfolios, proactively identifying upcoming needs, workload concerns, and potential issues.
• Communicate professionally and effectively with attorneys, clients, foreign associates, vendors, and other firm personnel.
• Coordinate with Patent Coordinator Assistants and appropriately delegate work while maintaining responsibility for reviewing completed assignments for accuracy and completeness.
• Assist with opening new matters, maintaining accurate client and matter information, and supporting matter transfers and portfolio transitions.
• Maintain accurate electronic files and records in accordance with firm and client requirements.
• Support billing processes by ensuring accurate matter information and compliance with client billing requirements.
• Participate in training, cross-training, and professional development opportunities and maintain current knowledge of relevant USPTO procedures and firm processes.
• Utilize firm technology, systems, templates, and approved automation tools to improve accuracy, efficiency, and consistency.
• Identify opportunities to improve workflows and collaborate with Patent Operations leadership on process improvements.
• Provide backup support to other Patent Coordinators and attorney teams as workload and business needs require.
• Maintain confidentiality and exercise sound judgment when handling sensitive client and firm information.
• Perform other duties and special projects as needed to support the Patent Operations team and the firm's clients.

Preferred Qualifications

• Prior experience supporting patent prosecution in a law firm, corporate legal department, or similar intellectual property environment preferred.
• Strong organizational skills with the ability to manage multiple attorneys, clients, matters, and competing deadlines while maintaining appropriate priorities.
• Ability to maintain a high level of productivity in a fast-paced, deadline-driven environment, efficiently transitioning between tasks while remaining accurate and responsive.
• Exceptional attention to detail and commitment to producing accurate, high-quality work.
• Ability to work independently, anticipate needs, identify issues, and exercise sound judgment, including knowing when to elevate queries or concerns.
• Strong written and verbal communication skills and a professional, service-oriented approach to working with attorneys, clients, and colleagues.
• Ability and willingness to collaborate, share knowledge, provide backup support, and contribute to the success of the broader Patent Operations team.
• Comfort learning and adopting new technologies, systems, and processes, with an interest in using technology to improve efficiency.
• Working knowledge of U.S. patent prosecution procedures and USPTO rules, practices, and electronic filing systems preferred.
• Experience coordinating foreign patent prosecution and communicating with foreign associates preferred.
• Experience with intellectual property management systems, document management systems, Microsoft Office applications, and USPTO systems preferred.
• Bachelor's degree, paralegal certificate, or equivalent combination of education and relevant experience preferred.