IP Docketing Specialist

We are seeking a highly organized and detail-oriented IP Docketing Specialist to join our dynamic legal support team. In this role, you will be responsible for managing the docketing and tracking of intellectual property filings in US/Foreign/Trademarks and IP Litigation, ensuring compliance with deadlines, and maintaining accurate records across various legal practice areas. . This position is ideal for candidates with experience in patent, trademark, copyright, domain name, and IP litigation docketing who thrive in a fast-paced, high-volume environment. This role offers an excellent opportunity for a growth-oriented professional who is committed to accuracy, efficiency, and continuous learning while supporting the firm’s intellectual property operations.The ideal candidate will possess strong project management skills, extensive experience with legal docketing systems, and a comprehensive understanding of intellectual property law as well as other legal disciplines. This position offers an excellent opportunity to contribute to a fast-paced environment that values precision, efficiency, and proactive support. This pays to 115K plus a 7.5% PS, etc.. There are NO Billables!! This is a HYBRID with 3 days in and 2 out!

Responsibilities

• Manage the docketing of patent, trademark, copyright, and other intellectual property filings using specialized docketing software and document management systems such as PCLaw and iManage.
• Track deadlines for patent applications, trademarks, UCC filings, securities law documents, and other legal filings to ensure timely submissions and renewals.
• Coordinate with attorneys and clients to gather necessary documentation and information for filings across multiple practice areas including estate planning, environmental law, family law, landlord-tenant law, tribal law & regulations, personal injury law, workers’ compensation law, immigration law, and general litigation.
• Maintain comprehensive records of all docket entries, correspondence, and related legal documents ensuring accuracy and confidentiality.
• Assist in preparing legal documents for filing by proofreading and reviewing for procedural compliance.
• Support legal teams by providing administrative assistance related to case management systems such as Westlaw, LexisNexis, and document review platforms.
• Conduct research on procedural laws and filing requirements to ensure adherence to jurisdiction-specific regulations.
• Collaborate with internal teams to improve docketing procedures and streamline workflow processes.
• Handle client communication professionally regarding filing statuses or upcoming deadline.

A Day in the Life

Responsible for reviewing and triaging high-volume correspondence from clients, foreign counsel, and IP offices, and forwarding items to Black Hills as appropriate. Analyze materials to docket new actions, update matters, and close completed tasks while ensuring timely routing to attorneys and staff for critical deadlines. Maintain accurate, detailed docket entries and review Black Hills reporting, including IDS actions tied to office actions. Identify and resolve data discrepancies, ensure accuracy within the CPi system, and support reporting, audits, and data quality initiatives. Review docket clearance reports, process de-docketing requests, and manage file transfers by closing and inactivating matters as needed.

Qualifications for this role include a minimum of three or more years of intellectual property docketing experience, preferably within a law firm environment, along with proficiency in the CPi docketing system. Candidates should have a strong understanding of patent and/or trademark docketing processes, with trademark experience strongly preferred. The role requires exceptional attention to detail and a high degree of accuracy, as well as the ability to manage a high-volume workload, prioritize effectively, and meet competing deadlines. Strong analytical, organizational, and problem-solving skills are essential, along with excellent written and verbal communication abilities. The ideal candidate will be able to work both independently and collaboratively within a team environment, while remaining composed and effective under

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid time off
• Parental leave
• Professional development assistance
• Profit sharing
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance