Project Assistant (Legal Client Support)

Harness IP; Bloomfield Hills (MI); On-site; USD 35,000 - 52,000; Full time

Job summary

Harness IP in Bloomfield Hills, MI is seeking an IP Administrative Clerk to support attorneys and staff with routine clerical IP functions. You will process Office Actions, OFRs, and IDSs promptly, update matter databases, and verify accuracy of documents.

Strong attention to detail and excellent communication are essential. You will maintain digital folders, prepare filing shells, and coordinate with attorneys and assistants to ensure timely responses.

Qualifications

• Proficiency in Microsoft Office Suite and related software; ability to use databases and applications like Aderant and a document management system.
• Strong attention to detail in a fast-paced environment.
• Excellent oral and written communication skills.
• Good judgment and ability to prioritize tasks.
• Reliable attendance and willingness to work overtime if needed.

Responsibilities

• Report patent or trademark office communications to the client using software to create form letters and checklists.
• Update databases with matter information and reconcile against office records.
• Review art filed with USPTO and update IPDAS; communicate status to attorney team.
• Ensure information is saved to the correct digital work folders.
• Print file copies and prepare shells of office responses to expedite filings.
• Forward complete packages to attorneys/assistants with checklists.
• Verify documents produced by staff for accuracy.
• Track progress in daily queue and log time spent on tasks.
• Assist with additional projects as needed.

Skills

Attention to detail

Written and verbal communication

Customer service

Time management / prioritization

Professional interaction

Education

Some college or related education beyond high school diploma

Tools

Aderant

Document management system

Outlook

Microsoft Office Suite

Job description

Description

Overview:

Provides clerical support to intellectual property (IP) attorneys and legal support staff. Efficiently executes routine clerical IP functions such as processing Office Actions, OFR’s and IDS’s in a timely, accurate, and efficient manner.

ESSENTIAL DUTIES:

• Report patent or trademark office communications to the client using specific software to create form letters and following client checklist. Communications include Advisory Actions, Ex Parte Quayle, Non and Final OA’s, Publication Notices, Official Filing Receipts (after verification), Notice of Allowances (after publication).
• Update database with matter specific information and reconcile against the country’s patent or trademark office record.
• Review art filed to and received from the USPTO, download and add art to IPDAS when appropriate, evaluate specific matter’s art (and family) for Information Disclosure Statement needs and update systems as appropriate, and communicate with attorney team as to status of art.
• Ensure information is correctly saved to the appropriate digital work folder.
• Print file copies as appropriate. Prepare shells of patent and trademark office responses to communications received necessary to expedite the attorney and assistant response for filing.
• Forward the entire package to the attorney/assistant along with a checklist.
• Verify documents produced by other staff members for accuracy.
• Add, verify, and track progress is daily queue, and track time spent on each task by adding to IPOA.
• Assist with additional projects and tasks, as needed.

QUALIFICATIONS:

• Proficiency in Microsoft Office Suite and/or related software, and the ability to effectively utilize various databases and applications like Aderant, a document management system, and Outlook, among others.
• Ability to work in a fast-paced environment while exhibiting a strong attention to detail.
• Ability to demonstrate strong attention to detail, independently troubleshoot, professionally interact with others, and exceptional customer service skills.
• Exceptional oral and written communication skills.
• Ability to demonstrate good judgment and effectively prioritize tasks.
• Ability to perform efficiently, maintain high quality and quantity of work, and adapt to changes effectively.
• Consistently maintain good attendance, reliability, and an ability to work OT, if needed.

EDUCATION & EXPERIENCE:

• Some college, related education, or related training beyond a High School Diploma
• At least one (1) year of related experience