Patent Coordinator

Position Summary

Patent Coordinators are responsible for triaging, organizing, and distributing patent-related client requests received through shared email inboxes and other intake channels. This role is critical to ensuring that patent applications, office action responses, filings, and formal documents are properly identified, assigned, prioritized, tracked, completed, and reported on time.

Core Objectives of the PC Role (for his/her own desk as well as the desk of his/her direct team)

• Ensure no client request is missed, misrouted, or delayed
• Accurately identify the type of patent task requested and required, identify next steps
• Maintain daily visibility into work completed and work outstanding without prompting or delay
• Enable reliable deadline compliance through structured task tracking and prioritization

Key Responsibilities

Client Email Intake and Triage (Primary Responsibility)

• Identify, classify and monitor incoming client communications, including requests to prepare or file patent applications, prepare or file Office Action responses, and file formal documents (IDS, powers of attorney, declarations, assignments, extensions, etc.)
• Distinguish between new work requests, status inquiries, follow-ups or revisions, and urgent or deadline-sensitive communications and respond timely/accordingly
• Use email rules and approved AI-assisted tools to flag actionable emails, surface filing or reporting requests, and detect deadlines, jurisdictions, and document types

Task Identification and Categorization

• Identify the task type, jurisdiction, and required role (attorney, agent, paralegal, or docketing support) for each request
• Create or update corresponding tasks in the firm’s workflow or docketing systems
• Ensure all required information and attachments are captured or requested promptly

Daily Task Management Expectations

• Prepare and maintain a daily list of tasks to be completed, including new intake items and ongoing matters
• Confirm task ownership and priorities at the start of each day
• Maintain visibility into outstanding tasks, including those awaiting attorney or client input
• Update task status consistently in workflow systems
• Flag risks, delays, or concerns to Patent Coordinator Manager

Communication and Partner Support

• Serve as a reliable administrative point of contact for timekeepers
• Communicate professionally with clients when appropriate and under attorney guidance
• Escalate conflicting instructions, missing information, or unrealistic timelines promptly to PC Manager and affected partner or attorney

Quality Control and Risk Prevention

• Ensure filing and preparation requests are clearly documented and authorized
• Verify tasks are properly assigned, tracked, and closed
• Support the firm’s commitment to zero missed deadlines

Qualifications

• Prior experience in a patent law firm or intellectual property department preferred
• Experience with patent prosecution processes and terminology preferred
• Strong organizational, prioritization, and attention-to-detail skills; accuracy a must
• Comfort with technology, including email rules, workflow systems, and automation
• Professional written and verbal communication skills

Role Impact

The Patent Coordinator plays a mission-critical role in ensuring that client requests are acted upon promptly and deadlines are never missed. Success in this role directly supports client satisfaction and timekeeper productivity.

Patterson Sheridan, LLP is an intellectual property law firm with more than 70 attorneys in seven offices throughout the United States. Our goal is to provide high quality service and work product to our clients. We value individuals who are motivated and appreciate working in a collaborative, team focused environment. If you believe you possess these attributes and work ethic to help our firm succeed, we encourage you to apply.

Equal Opportunity Employer

Patterson Sheridan is an Equal Opportunity Employer. Our recruiting program is based on hiring practices without regard to race, religion, color, national origin, gender, age, sexual orientation, handicap, or veteran status.