IP Docketing Specialist

IP Docketing Specialist

Pittsburgh, PA

-Hybrid 3/2

-Salary is 80k-100k

A respected law firm is seeking an experienced IP Docketing Specialist to support its Intellectual Property Practice Group. This role is critical to managing patent and trademark deadlines, maintaining accurate docketing records, and supporting attorneys handling domestic and international IP portfolios.

This is a hybrid position based in Pittsburgh, PA, offering stability, collaboration, and exposure to sophisticated IP work.

Key Responsibilities:

• Manage and calendar critical deadlines for patent and trademark filings, formalities, Office Actions, and maintenance fees
• Receive, review, and organize electronic correspondence from USPTO, WIPO, foreign patent offices, and foreign agents into the docketing system
• Distribute incoming correspondence efficiently to the appropriate attorney teams
• Generate both standard and custom docketing reports for attorneys and leadership
• Continuously monitor deadlines to ensure timely compliance and accuracy
• Evaluate outstanding docket items, coordinate with supervisors, and update or adjust matters as required
• Open, maintain, and close matters within the docketing database
• Support client intakes, case transfers, and changes in counsel due to new clients or attorney transitions
• Collaborate in IP practice group and docketing team meetings
• Perform other administrative and docketing tasks to support the IP team

Preferred Qualifications:

• High school diploma required; additional education is a plus
• Minimum of 3 years of IP docketing or related experience in a law firm or corporate environment
• Solid understanding of U.S. and foreign patent and trademark prosecution processes, including: Provisional and Nonprovisional Applications, PCT Applications & Madrid Protocol Filings
• Experience with USPTO, WIPO, and other foreign patent/trademark offices
• Familiarity with docketing terminology, best practices, and relevant IP laws
• Ability to independently determine priority dates, calculate deadlines, and verify docketing entries
• Proficiency with IP docketing software (Patricia preferred; Anaqua a plus)
• Comfortable navigating IP office systems such as EFS-Web, Public/Private PAIR, TEAS, and TSDR
• Strong computer skills with the ability to manage, analyze, and interpret data
• Excellent attention to detail, organizational skills, and time management
• Self-motivated, collaborative, and capable of working effectively in a fast-paced, deadline-driven environment

Salary commensurate with candidate experience and other job-related factors permitted by law.