IP Client Intake Coordinator

Womble Bond Dickinson (US) LLP, a transatlantic law firm, seeks an IP Client Intake Coordinator to join its team. The IP Client Intake Coordinator is responsible for managing the initial intake, setup, and quality control of new intellectual property matters within the docketing system. This role serves as a critical link between clients, attorneys, paralegals, and the docketing team to ensure accurate matter creation, timely data entry, and compliance with firm and client-specific procedures. The ideal candidate has strong experience with FoundationIP, a solid understanding of U.S. and foreign IP prosecution workflows, familiarity with IP annuities/maintenance fee processes and lifecycle management and has exceptional attention to detail.

Responsibilities

Client Intake:

• Manage end-to-end intake of new IP matters (patents, trademarks, and related filings).
• Review client instructions and documentation for accuracy and completeness.
• Create and configure matters in FoundationIP, ensuring precise data entry and rule application.
• Partner with conflicts, matter opening, and other internal teams to ensure smooth onboarding.

Docketing & Data Management

• Enter, verify, and maintain critical IP data and deadlines in FoundationIP.
• Perform quality control checks to ensure accuracy of matter setup and docketed events.
• Collaborate with docketing staff to ensure deadlines are properly calculated and monitored.
• Update matters as prosecution progresses, including changes in status, ownership, and correspondence details as related to the intake.
• Maintain and validate annuity and maintenance fee data, ensuring deadlines are accurately captured and monitored within the system.

Communication & Coordination

• Serve as primary point of contact for intake-related questions from attorneys, paralegals, and clients as well as assist with responding to client inquiries related to matter setup and docketing procedures.
• Communicate clearly with internal departments/teams regarding intake status, missing information and timeline expectations.

IP Annuities & Maintenance Management

• Support the intake and setup of annuity-related data, including maintenance fee schedules for patents and renewals for trademarks.
• Coordinate with internal teams and external annuity service providers to ensure accurate tracking of renewal deadlines.
• Verify annuity instructions and ensure proper recording of fee-related deadlines within FoundationIP.
• Assist in monitoring annuity status and ensuring alignment with client-specific renewal strategies and instructions.

Compliance & Process Improvement

• Ensure adherence to firm policies, best practices and client-specific docketing guidelines.
• Identify opportunities to improve workflows to enhance efficiency and accuracy.
• Support audits, data cleanup initiatives and system enhancements related to FoundationIP.

Core Competencies

• Clear, professional communication skills.
• Detail-oriented and quality-driven.
• Strong analytical and problem-solving skills.
• Ability to work independently as well as collaboratively.
• Client-service mindset.
• Adaptability in a fast-paced, deadline-driven environment.
• Strong organizational and time-management skills, with the ability to manage multiple intakes simultaneously.
• Ability to solve practical problems and deal with a variety of real variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Requirements

• 5+ years of experience in IP docketing, with a strong focus on client/matter intake.
• Advanced experience with FoundationIP and FIP Direct.
• Solid understanding of U.S. and Foreign patent and trademark prosecution processes.
• Ability to maintain and validate annuity and maintenance fee data within FoundationIP, ensuring deadlines are accurately captured and monitored within the system.
• High level of accuracy and attention to detail, particularly with deadlines and data integrity.
• Bachelor’s Degree (B.A.) preferred.
• Experience working in an IP focused law firm/practice group.
• Familiarity with billing or engagement intake processes.
• Experience supporting audits, migrations, or system enhancements involving FoundationIP.
• Experience working with IP annuity service providers or managing annuity workflows within FoundationIP.
• Must have strong working knowledge of technology such as Microsoft Word, PowerPoint, and Excel.

This position is subject to export control laws. Compensation: The national average salary range is $70,000-$79,200. The salary may be higher or lower depending on internal equity and years of experience.