Intellectual Property Prosecution Docketing Clerk & Administrative Assistant

distroMérida, Yucatán

On-site Full-time

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Experience Level

Experience

Qualifications

Qualifications:• Strong organizational and multitasking skills.• Excellent communication abilities, both written and verbal.• Experience in IP prosecution or legal administration is preferred.• Proficient with Microsoft Office Suite and legal management software.

About the job

Position: Intellectual Property Prosecution Docketing Clerk & Administrative Assistant

Schedule: Monday to Friday, 10:00 a.m. to 6:00 p.m. EST (U. S. time)

Key Responsibilities:

IP Docketing

• Oversee the daily management of incoming and outgoing intellectual property correspondence (including USPTO, WIPO, foreign correspondents, and clients).

• Accurately calculate, schedule, update, and close prosecution deadlines in AppColl related to office actions, renewals, annuities, maintenance fees, and PCT deadlines.

• Ensure completeness and accuracy of docket entries by reviewing correspondence and filings.

• Generate and distribute tailored docket reports for attorneys and internal teams.

• Proactively alert attorneys and paralegals to upcoming deadlines, inconsistencies, or urgent issues.

• Assist in the transfer of IP portfolios, ensuring data integrity within AppColl and Clio.

• Maintain precise client and matter information across all IP systems.

Administrative Duties

• Manage attorneys' calendars, coordinate meetings, travel arrangements, and organize critical dates.

• Monitor practice group mailboxes and appropriately route correspondence.

• Draft routine and formal business communication; review and proofread documents.

• Organize digital filing systems (Box, Clio, Microsoft 365) and maintain orderly files.

• Assist in preparing expense reports and timesheets.

• Liaise with court reporters, vendors, and foreign correspondents.

• Support attorneys with administrative docket management (reminders, tracking non-substantive deadlines).

• Format PDFs, edit documents, manage shipments, and perform various other administrative tasks.

Billing, Finance, and Client Relations

• Act as a liaison between the Finance team and clients regarding billing inquiries.

• Assist in reviewing prebills, gathering necessary documentation, and coordinating billing adjustments.

• Follow up on client billing inquiries, clarifications, or document requests.

• Support the Finance team with billing flow, invoice status, and specific billing requirements.

Specific Requirements:

• Bilingual: Advanced English and fluent Spanish; Portuguese is advantageous.

• Capable of drafting clear and professional communications for U. S. clients, foreign correspondents, and internal teams with a neutral, service-oriented tone.

• Proficient in securely working within cloud environments (AppColl, Clio, Box, Microsoft 365/Teams).

• Knowledgeable about managing confidential information and adhering to legal firm confidentiality standards.

• Familiar with VoIP tools (Teams, Zoom) and screen sharing capabilities.

About distro

distro is a forward-thinking company specializing in intellectual property services, dedicated to providing exceptional support to our clients in navigating the complexities of IP law. Join our dynamic team where innovation meets professionalism.

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