IP Annuities and Docketing Administrator

Boston, MA, USA

Job Type

Full Time

About the Role

The IP Annuities and Docketing Administrator will report to the IP Manager and be responsible for managing the U.S. and foreign patent annuity processes. The Administrator will work closely with our third party  vendor, attorneys, paralegals and foreign associates to ensure all U.S.  and foreign patent annuities and maintenance fees are processed. This is  a non-exempt (hourly) position. The positions regular hours will be  9:00 am to 5:00 pm, Monday through Friday. This is a hybrid role with an  expectation of working in the Boston office at least three days a week.


  • Reviews CPi Annuity System Reports to identify annuity and maintenance  fee payments for inclusion into annuity spreadsheet used to track  payments and deadlines.

  • Prepares bi-weekly patent Due Date Report to identify any new  maintenance fees or annuities not included in the CPI Annuity System  Report.

  • Prepares and sends timely reminders to clients regarding their portfolio of annuities and maintenance fees.

  • Keeps the annuity docket accurate and up to date, including keeping track of those annuities in extension periods.

  • Makes annuity and maintenance fee payments by utilizing our third party vendor and U.S. Patent Office Financial Manager.

  • Corresponds with foreign associates with respect to inquires related to annuities and maintenance fees

  • Review daily IP Mail Log for all items involving annuities and respond to correspondence as applicable. · Adheres to policy for entering time into Firm’s timekeeping system upon  payment of maintenance fees and annuities in advance of accounting  department’s deadlines.

  • Attends to reconciliation of CPI monthly and settlement invoices in accordance with the firm’s month end schedule.

  • Collaborates with Accounting to identify payments held on account.

  • Strictly adheres to policy of making annuity and maintenance fee payments in advance of deadlines.

  • Prepares cost estimates for attorneys and for inclusion with letters to clients regarding upcoming deadlines.

Duties and Requirements

  • Bachelor's degree preferred.

  • 3+ years’ experience in U.S. and foreign patent and trademark docketing.

  • Demonstrates strong problem solving, analytical, interpersonal, and ownership skills.

  • Possesses excellent collaboration skills for work with various internal team members. 

Additional Skills/Experience: 

  • Thorough understanding of the patent, trademark and copyright processes.

  • Prior experience with data entry and docketing software.

  • Highly organized, accurate and detail oriented.

  • Excellent verbal and written communication skills.

  • Ability to work well under pressure.