Client Coordinator

The IP Client Coordinator provides hands on support and work flow coordination for assigned complex clients. This position will coordinate, in a work flow capacity, a team of Client Administrators in a way that ensures client efficiency and work flow satisfaction.


  • In a work flow capacity, leads a team of Client Administrators to build positive relationships with and maximizes firm-wide efficiency for assigned complex clients.
    • Coordinates and performs a diverse range of IP prosecution and administrative support services required to accomplish client objectives and satisfy the firm’s responsibilities to assigned complex clients, which includes but is not limited to: 
    • Assists practitioners with various aspects of their dockets.  
    • Prepares and files documents with U.S. and foreign intellectual property offices and U.S. courts, as applicable to assigned practice area. At more advanced levels, may contact intellectual property offices or courts directly to facilitate filing and communication.
    • Independently prepares legal documents, reports, and correspondence associated with assigned practice area for practitioners and/or clients. 
    • Oversees and maintains the integrity of electronic data relating to clients’ intellectual property or litigation in accordance with firm policy and procedure.
    • Organizes and maintains paper and electronic files relating to clients’ intellectual property or litigation in accordance with firm policy and procedure.
    • Reviews incoming correspondence including paper and electronic mail, facsimiles, docketed information, or client instructions and take necessary action.
    • Researches and retrieves information for the completion of assigned tasks utilizing practice specific resources.  Such resources may include the firm Intranet, legal rules books (e.g., the MPEP, the TMEP, etc.), the United States Patent and Trademark Office website, court websites, etc.
  • Collaborates with clients 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.
  • Coordinates with colleagues and/or departments to ensure successful completion of assigned tasks and other requests in timely manner.
  • Assesses client-specific situations to improve client satisfaction and recommends as well as implements creative enhancements.
  • Using strong communication skills, interacts with client via telephone, electronic mail, and facsimile as necessary. Consistently follows up and maintains open lines of information sharing with both client and direct report manager.  
  • Provides guidance to firm personnel both within team and externally, to ensure all individuals possess a thorough understanding of their responsibilities and procedures for a particular client.
  • Assists with identifying training needs, develops training objectives and provides client-specific training for applicable firm personnel in order to provide service to a particular client.
  • Compiles and maintains client data materials as needed and requested.
  • Effectively utilizes 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.
  • May guide, mentor, or be a resource for other client administrators.  
  • May manage projects or participate in pilot programs.
  • Work closely with direct manager to ensure client needs and expectations are consistently being met and even surpassed. 
  • Adheres to established work schedule, but with the flexibility required to satisfy client needs as well as workload demands.
  • Take on additional responsibilities as needed and assigned.


  • Bachelors’ degree preferred along with a strong understanding of assigned intellectual property area (patent).
  • Highly proficient in MS Outlook, Word, and Excel as well as basic computer and database management skills. 
  • Exceptional oral and written communication skills and the ability to effectively communicate work flow and project updates. 
  • Strong time management, prioritization, problem-solving, and organizational skills and the ability to work effectively in a high pressure environment. 
  • Expertise in supporting an IP practice and an understanding about the complexities of business relationships both internally and externally. 
  • Excellent organizational skills with meticulous attention to accuracy and detail.
  • Strong interpersonal skills and ability to work effectively with different levels of constituencies. 
  • Flexibility and capacity to respond calmly, efficiently, and effectively in stressful situations.
  • Punctual and reliable and able to meet set deadlines and work effectively under pressure.  
  • Ability to maintain confidentiality of matters and other firm business information.

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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.