Who We Are
ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals. Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.
Why Join Us
At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.
Job Description
If you are an experienced patent prosecution professional who enjoys being the person everyone can count on, this role offers the opportunity to become a trusted client-service partner and operational hub for sophisticated IP work. As an IP Client Services Coordinator, you will help keep complex patent prosecution matters moving smoothly by coordinating client communications, matter intake, deadlines, reporting, billing, workflows and team support. This is a highly visible role for someone who is organized, detail-oriented and service-minded—someone who can balance priorities, build strong working relationships and help attorneys, clients and internal teams deliver excellent results.
Client Service, Matter Management and Workflow Coordination
Review new work instructions, invention disclosures, entrustments and other client requests; obtain required information from clients, portals and Firm personnel.
Coordinate new matter intake and matter opening, including obtaining client and matter numbers, confirming required data and communicating work to assigned attorneys and support personnel.
Monitor client caseloads and work in progress, including client engagement or work approval, task status and completion of time-sensitive instructions.
Coordinate instructions relating to patent application drafting and prosecution, information disclosure statements, office action responses, continuation and divisional filings, issue fees and other client-directed work.
Docket, Deadline and Portfolio Oversight
Manage, monitor and review client dockets for compliance with Firm procedures, client guidelines and applicable deadlines; follow up on open, approaching or past-due items.
Monitor statutory and client-imposed deadlines and escalate potential issues to the responsible partner, staff member or management contact.
Maintain client portfolio status reports, spreadsheets, attorney and support assignments, rankings and related prosecution data.
Review formal and informal USPTO reporting correspondence for accuracy and compliance within the scope of assigned responsibilities.
Coordinate urgent or after-hours filing support when necessary to ensure due dates and client commitments are addressed.
Perform filings and reporting when requested.
Billing, Budgets and Client Reporting
Monitor client billing requirements and systems; coordinate budgets, budget adjustments, estimates, accruals reports and other requested financial information.
Work with responsible attorneys and accounting personnel to address invoice rejections, billing discrepancies, client inquiries and submission requirements.
Monitor financial and billing deadlines and follow through to timely and accurate completion.
Perform all billing functions for a client when necessary.
Meetings, Correspondence and Client Systems
Prepare, review, update and distribute recurring client reports, portfolio reports, status updates and other client-requested information; track…