IP Docketing specialist

IP Docketing Specialist

Location: Brookfield, WI, Madison, WI, and Minneapolis, MN. 
Job Type: Full-Time(Hybrid)

Job Summary

We are seeking a detail-oriented and experienced IP Docketing Specialist to support intellectual property attorneys and legal teams in managing patent and trademark prosecution matters. This role combines legal administrative support with high-level docketing responsibilities, ensuring all IP deadlines and filings are accurately tracked and maintained.

The ideal candidate will have strong knowledge of U.S. and foreign patent and trademark prosecution procedures, excellent organizational skills, and experience working in a fast-paced intellectual property law environment.

Key Responsibilities

• Maintain and manage IP docketing systems and databases for patent and trademark matters.
• Accurately input, update, and track filing dates, official deadlines, responses, annuity/maintenance fees, and prosecution events.
• Calculate and monitor U.S. and international patent and trademark deadlines to ensure timely compliance.
• Review incoming correspondence from the USPTO, foreign associates, clients, and outside counsel and docket all relevant deadlines.
• Prepare and distribute docket reports, deadline reminders, and status updates to attorneys and legal staff.
• Monitor ongoing patent and trademark prosecution activities to ensure all deadlines are met.
• Coordinate with attorneys, paralegals, foreign associates, and clients regarding upcoming deadlines and required actions.
• Maintain accurate electronic and physical intellectual property files and records.
• Assist with patent and trademark filings, renewals, maintenance fees, and related prosecution tasks.
• Perform regular quality control checks to ensure docketing accuracy and data integrity.
• Identify and escalate any docketing discrepancies, conflicts, or potential missed deadlines.
• Provide general legal administrative support to attorneys and IP teams as needed.
• Support overall IP prosecution workflow and case management.

Qualifications

• Previous experience as an IP Legal Assistant, IP Docketing Specialist, Patent Docketing Specialist, Trademark Docketing Specialist, or IP Paralegal.
• Strong understanding of patent and trademark prosecution processes and deadlines.
• Experience with U.S. and foreign IP docketing systems preferred.
• Familiarity with USPTO procedures, patent maintenance fees, annuities, extensions, and prosecution timelines.
• Experience using IP docketing software and legal case management systems.
• Excellent attention to detail, organizational skills, and ability to manage multiple deadlines.
• Ability to handle a high-volume docket with accuracy and efficiency.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively with attorneys, paralegals, and clients.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and legal/IP databases.
• Prior experience in an intellectual property law firm or corporate legal department strongly preferred.

Preferred Skills

IP Legal Support | IP Docketing | Patent Prosecution | Trademark Prosecution | USPTO | Foreign Filing Deadlines | Patent Maintenance Fees | Annuities | Deadline Management | Legal Case Management | Docketing Software | Microsoft Office | Legal Administration | Attention to Detail