The IP Practice Team Specialist
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Job Location:
Boston, NH - USA
Monthly Salary:
Not Disclosed
Posted on:
4 hours ago
Vacancies:
1 Vacancy
Job Summary
Position: Intellectual Property Operations & Practice Coordinator
We are looking for an experienced professional to support a dynamic Intellectual Property practice by managing operational administrative billing and coordination activities for attorneys and legal professionals. This role acts as a central resource for practice operations client coordination and workflow management across patent-related matters.
Key Responsibilities
Practice & Administrative Coordination
Required
We are looking for an experienced professional to support a dynamic Intellectual Property practice by managing operational administrative billing and coordination activities for attorneys and legal professionals. This role acts as a central resource for practice operations client coordination and workflow management across patent-related matters.
Key Responsibilities
Practice & Administrative Coordination
- Provide day-to-day operational support to IP attorneys and professionals to improve efficiency and workflow management.
- Serve as a primary contact for internal teams and external stakeholders including clients and international associates.
- Assist with onboarding and transition activities for new and departing team members.
- Coordinate engagement procedures conflict review processes and related documentation.
- Organize meetings prepare agendas/materials and manage scheduling/logistics.
- Handle domestic and international travel arrangements and related administrative internal reference resources client records and procedural documentation.
- Support billing workflows including pre-bill coordination and follow-up with accounting teams.
- Assist with expense processing invoice approvals and budget monitoring.
- Coordinate with finance and client service teams on billing inquiries reporting and special client requirements.
- Track and review financial reports and practice-related expenses.
- Monitor filing timelines deadlines and status updates related to patent and trademark matters.
- Prepare status summaries and reporting documentation for attorneys and clients.
- Conduct IP-related research using patent and trademark databases.
- Assist with maintaining tracking systems and docket-related reports.
- Support marketing and client development initiatives in collaboration with business development teams.
- Prepare reports research materials and presentation support for client opportunities and internal projects.
- Gather and organize corporate and industry-related information for internal use.
- Participate in team collaboration training initiatives and operational improvement efforts.
- Ensure high standards of accuracy professionalism and client service.
- Handle multiple assignments while meeting deadlines in a fast-paced environment.
- Provide backup support across the team as required.
Required
- Minimum 3 years of experience in Intellectual Property or legal operations support.
- Strong proficiency with Microsoft Office and professional workflow systems.
- Experience managing executive-level administrative responsibilities.
- Ability to manage priorities effectively in a deadline-driven environment.
- Bachelors degree.
- Prior experience in a law firm or professional services environment.
- Strong organizational and multitasking abilities.
- Excellent communication and stakeholder management skills.
- Problem-solving mindset with attention to detail.
- Ability to work independently and adapt quickly to changing priorities.
- Proactive solution-oriented and collaborative approach.
