Client Administrator

The Client Administrator provides hands-on support for assigned client(s) to ensure client efficiency and satisfaction, which requires knowledge in domestic patent prosecution. The Client Administrator’s responsibilities include preparing legal documents associated with assigned practice area; maintaining client(s) docket(s), files, and data integrity; interacting with client(s) and related personnel; serving as a liaison between client(s), practitioners, and internal team members or departments; and performing other duties as noted below.  This role requires a strong attention to detail, organization skills, and the ability to pivot and prioritize workflow. The ideal candidate will be self-motivated, able to work independently while working in a team setting and have a strong focus on customer service.

ESSENTIAL FUNCTIONS:

  • Assists with building positive relationships with and maximizes firm-wide efficiency for assigned client(s).
  • Performs a diverse range of domestic patent prosecution and administrative support services required to accomplish client objectives and satisfy the firm’s responsibilities to assigned client(s), which includes, but is not limited to, the following:
    • Prepares legal documents, reports, and correspondence associated with assigned practice area for practitioners and/or clients.
    • Prepares and files documents with USPTO, as applicable to assigned client(s)’s practice area. 
    • Assists practitioners manage their dockets according to firm recommended practices and practitioner preferences. 
    • Oversees and maintains the integrity of electronic data relating to client(s)’s intellectual property in accordance with firm policy and procedure.
    • Organizes and maintains paper and electronic files relating to client(s)’s intellectual property in accordance with firm policy and procedure.
    • Reviews incoming correspondence including paper and electronic mail, facsimiles, docketed information, or client instructions and takes necessary action.
  • Collaborates with client(s) and firm personnel to identify, establish, and maintain data integrity, processes, and applicable databases that ensure success while supporting client and firm objectives.
    • This includes, but is not limited to, the creation, maintenance, and periodic revisions of SOPs, manuals, reference materials, etc.
  • Assists with assessing client-specific situations to improve client satisfaction and recommends as well as implements creative enhancements.
  • Assists with providing guidance to firm personnel to ensure all individuals possess a thorough understanding of their responsibilities and procedures for assigned client(s).
  • Assists with identifying training needs, develops training objectives, and provides client-specific training for applicable firm personnel in order to provide service to assigned client(s).
  • Assists with compiling and maintaining client data materials as needed and requested.
  • Demonstrates proficiency with a range of software applications including Microsoft Outlook, Microsoft Word, Microsoft Excel, CPi (general case information and docketing database), Elite Enterprise (billing and records database), DeskSite (document management system), IPDAS (document generation and contact database), and other practice- or firm-specific applications.  Learns new applications as needed. 
  • Uses strong communications skills to interact with various parties via telephone, electronic mail, and facsimile as necessary.  Consistently follows-up and maintains open lines of information-sharing with client(s), practitioners, and direct manager.
  • Coordinates with colleagues and/or departments to ensure successful completion of assigned tasks and other requests in a timely manner.
  • Researches and retrieves information for the completion of assigned tasks utilizing practice-specific resources.  Such resources may include the firm Intranet, firm training materials, legal rules books (e.g., the MPEP, etc.), the USPTO website, etc.
  • Adheres to established work schedule, but with the flexibility required to satisfy practitioner, client, and/or group/department needs as well as workload demands.
  • Performs general administrative and support duties or tasks as required and requested. 
  • Takes on additional responsibilities as needed and assigned. 
     

QUALIFICATIONS: 

  • Bachelor’s degree preferred.
  • A minimum of one to two (1-2) years of patent prosecution experience in a law firm or corporate setting.   
  • Knowledge of domestic patent prosecution procedural terminology, requirements, and workflow.  
  • Proficient in MS Outlook, Word, and Excel as well as basic computer and database management skills.
  • Strong oral and written communication skills.  
  • Proven interpersonal skills and ability to work effectively with different levels of constituencies both as an individual contributor and in a team setting. 
  • Strong time management, prioritization, problem-solving, and organizational skills and proven ability to work effectively in a high-pressure environment. 
  • Flexible with a capacity to respond calmly, efficiently, and effectively in stressful situations.
  • Punctual and reliable and able to meet set deadlines and work effectively under pressure.  
  • Demonstrated ability to handle multiple tasks simultaneously, and able to prioritize tasks in an efficient manner.
  • Strong analytical thinker.
  • Ability to maintain confidentiality of matters and other firm business information.
     
Location: Boston, MA; New York, NY or Remote 
 

To apply for this position, please click here. 

Physical Demands: The firm will strive to provide reasonable accommodations, as requested, to enable an employee with a disability to successfully perform this position in our office setting.  Frequent communication is an essential aspect of this position and employees must be able to exchange timely and accurate information in a variety of situations. This position may also encompass maintaining a stationary position for long periods of time (at least up to 50% of the workday) with occasional movement, as well as lifting and/or moving objects that weigh up to 25 pounds.  Other essential functions may apply and employees working remotely have the same or similar requirements. 

Work Environment: The office work environment of the firm is characteristic of the environment the job holder will encounter. In this typical office setting, an employee will encounter standard office equipment and any noise associated with that equipment. The noise level is usually quiet to moderate.  The office setting of Wolf Greenfield requires the ability to manage multiple work priorities along with frequent interruptions.