Patent Client Services Administrator

Company: SourcePro Search
Location: New York City
Posted on: April 2, 2026

Job Description:

SourcePro Search has a fantastic opportunity for a Patent Client Services Administrator. This is a hybrid remote role with our prestigious and large firm client and will support the IP team. This role offers a generous compensation package, excellent growth potential and a strong firm culture. Candidates can be based in Silicon Valley, New York, San Francisco, Washington DC or Seattle. The Patent Client Services Administrator will be responsible for managing portfolios for the firm’s patent group clients. The Patent Client Services Administrator will ensure quality service and will maintain a harmonious working relationship with lawyers, management, supervisors, co-workers, and clients by ensuring effective and efficient workflows and working ahead of all deadlines. Reporting to the Patent Client Services Manager, the ideal candidate will have a minimum of four (4) years of relevant patent prosecution. Experience in a law firm setting is strongly preferred. Responsibilities: Accurately record billable and nonbillable time; submits Intapp timely; meets applicable billable, and nonbillable hours requirements. Maintain up-to-date knowledge of patent rules and regulations. Utilize and follow all IP specific workflow processes and procedures to ensure the timely and accurate delivery of work. Draft, prepare and proofread written correspondence involving emails, memoranda and/or other documentation to internal personnel, clients and/or assignees. Assist with the drafting and e-filing of various legal documents in the U.S. Patent & Trademark Office (PTO) related to patent prosecution of applications including, but not limited to, office action amendments and responses, requests for continued examination, continuation and divisional applications, information disclosure statements, supplemental application data sheets, sequence listings, extensions of time, terminal disclaimers, various petitions, notices of appeal, appeal briefs, corrected drawings, assignment recordations, post-grant proceedings and other documents as required. Format utility/provisional specifications for filing in the PTO and have the ability to develop and maintain structural and formatting requirements as outlined in the MPEP. Serve as an expert for specific client requirements and needs for filing and reporting of documents, including the use of various client extranets and secure data sites. Review and maintain docket calendars for assigned clients, independently calculate docket dates as a second review, and coordinate with docketing personnel to ensure accuracy of the docket and compliance with due dates. Prepare agendas for client meetings. Maintain file integrity, both the electronic and paper files. Serve as a back-up to team members as required. Flexible and dependable with the ability to work overtime as needed. Perform other duties as assigned. Qualifications: Proficiency in navigating some or all of the following PTO platforms: EFS, PAIR, EPAS, WIPO, and PTO Financial Manager. Comprehensive knowledge of U.S. Patents. Must have experience in preparing complex IDSs and stay abreast of all related rules and processes including citing references correctly. Must have strong knowledge of IP docketing systems. Multitask in a highly demanding, deadline-driven environment. Possess a high level of attention to detail. Take initiative and work both independently and in a team environment. Ability to proofread typed material for grammatical, typographical and spelling errors. Ability to type standard correspondence, memoranda and similar material in draft or final form from written material or dictation. Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors. Excellent written, verbal and organizational skills. Maintain and handle confidential and sensitive information with discretion. Promote effective work practices, work as a team member, and show respect for all firm personnel. Proficiency in MS Office applications. https://sourceprosearch.com/

Keywords: SourcePro Search, Hoboken , Patent Client Services Administrator, Legal , New York City, New Jersey