IP Coordinator

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

This non-exempt position provides administrative, accounting, and docketing support for the IP Department and is primarily responsible for facilitating the coordination, reconciliation, and processing of USPTO fee charges and invoices from foreign counsel for expedited payment and prompt billing to clients. This position will also assist Docketing with basic docketing support on US and Foreign matters for Patent and Trademarks in our PATTSY docket system. This individual will interface with attorneys and staff members within the Firm while maintaining an approachable and professional demeanor.

Essential Duties

• Serves as the IP Department’s fee payment clerk to coordinate, identify and update all charges made to USPTO credit cards and Deposit Account for immediate processing into Elite.
• Works closely with Accounting on processing approved foreign invoices in the Accounts Payable system (Chrome River) for prompt payment to vendors.
• Organizes and prioritizes high volume requests for additional information on domestic and foreign counsel invoices to facilitate the prompt processing/payment of invoices.
• Answers all routine and non-routine questions from attorneys and staff regarding USPTO charges or invoices.
• Maintains user access permissions to USPTO Financial Manager, verification and addition to proper payment method account(s) on an individual basis.
• Reviews and maintains up-to-date information on Financial Manager procedures by completing regular due diligence checks on current or upcoming changes.
• Communicates to attorneys and staff members any reported changes to Financial Manager procedures.
• Works as part of the Docketing team and dockets basic entry information on US and Foreign Patent and Trademark matters in the docketing system.
• Creates new records in the docketing system.
• Dockets Notice of Publications and Power of Attorney, along with other docketing action items as experience level increases.
• Ensures compliance with client guidelines.
• Creates and maintains desktop procedures.
• Works independently and within a team on special, nonrecurring and ongoing projects.
• Creates billing schedules and various other billing analyses as needed.
  
  

Reporting Relationship

This position reports to the IP Support Manager.

Qualifications

Knowledge/Experience

• At least one year of IP records or docketing experience or an equivalent combination of education and experience is preferred.
• Experience working within a law firm or professional services environment is preferred.
• A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications is preferred for this position.
• Experience using PATTSY or other docketing systems is highly preferred.
  
  

Skills

• The IP Coordinator must be very comfortable with Microsoft Office Applications and must possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team. The ability to work with many different types of personalities at all levels of organization is a must.
• This individual must have superior attention to detail and time management skills. Strong organizational skills are required to plan, prioritize, and organize a diversified workload. Additionally, the ideal candidate must possess strong analytical skills and be able to effectively multi-task and prioritize high-volume work to meet aggressive deadlines. The individual must possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team.
• This individual must have the ability to answer questions and willingness to ask questions to obtain information needed to complete tasks. A sense of “urgency” is of an utmost importance. Candidate must be flexible and able to adapt to change quickly.
  
  

Education

The IP Coordinator must possess a high school diploma or equivalent; two year of college is preferred.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g. copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs.; this position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions

Office Environment; occasionally working additional hours beyond the normal schedule may be required to meet firm or client demands.