The Client Data Administrator provides support relating to conflict checks, client opening, client closing and data management in the area of intellectual property, particularly patent prosecution. The Client Data Administrator’s responsibilities include facilitating the conflict check process, preparing and tracking client engagement and disengagement, maintenance of client instructions, business entity and contact data integrity for client’s cases, preparing and tracking of client database management letters, and performing other duties as necessary. This position requires a high level of professionalism and service-minded rapport with clients and internal parties.
- Produce accurate conflict reports using various software programs and detailed, independent searching.
- Prepare and track client engagement letters.
- Create and maintain Standard Charge Schedule (client version).
- Create and maintain Engagement Terms and Practices document.
- Handle submission and tracking of new client opening requests.
- Create and maintain client instructions.
- Oversee and maintain the integrity of electronic data relating to clients’ business entity and contact information in accordance with firm policy and procedure.
- Prepare and track client disengagement letters.
- Prepare and track client database management letters.
- Utilize 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.
- Interact with clients via telephone, electronic mail, and facsimile as necessary.
- Coordinate with colleagues and/or departments to ensure completion of assigned tasks and other requests.
- Perform general administrative duties or tasks as required.
- May manage projects or participate in pilot programs.
- May guide, train, mentor or act as a resource to members of the IP Administration department.
- May be a resource for other groups or departments to enhance overall productivity of firm.
- May take on additional responsibilities as needed.
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- Bachelor’s degree or minimum of two years of work experience in a professional setting, or equivalent combination of education and work experience.
- Familiarity or experience with patent prosecution is preferred.
- 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 workflow and project updates.
- Strong time management, prioritization, problem-solving, and organizational skills and the ability to work effectively in a high-pressure environment.
- 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.
- Possess knowledge of or have the ability to learn the complexities of intellectual property business relationships (i.e., clients, co-owners, assignees, licensees, foreign associates, other counsel, employment agreements, etc.).
- Possess knowledge of or otherwise have the ability to learn legal terminology, rules, regulations, and procedures specific to the assigned practice area as well as policies and procedures established by the firm and apply them accordingly.
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.