IP Prosecution Docketing Clerk & Administrative Assistant at Distro – Mérida, Baja California

Position: IP Prosecution Docketing Clerk & Administrative Assistant

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

Manage daily docket for all incoming and outgoing IP correspondence (USPTO, WIPO, foreign correspondents, clients).

Calculate, schedule, update, and close prosecution deadlines correctly (office actions, renewals, annuities, maintenance fees, PCT deadlines, etc.) in AppColl.

Review correspondence and filings to ensure docket entries are complete and accurate.

Prepare and distribute customized docket reports for attorneys and internal staff.

Proactively notify attorneys and paralegals about upcoming deadlines, inconsistencies, or urgent matters.

Support transfer in/out processes of IP portfolios, ensuring data integrity in AppColl and Clio.

Maintain accurate client and matter information across all IP systems.

Manage attorneys' calendars, schedule meetings, coordinate travel, and organize key dates.

Monitor practice group mailboxes and route correspondence appropriately.

Prepare routine and formal business correspondence; review and proofread documents.

Maintain digital filing systems (Box, Clio, Microsoft 365) and organize files.

Assist with expense reports and timesheet preparation.

Coordinate 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 other administrative tasks.

Assist internal operations including meeting organization, agendas, and cross-functional projects.

Billing, Finance, and Client Relations

Serve as liaison between Bochner's Finance team and clients on billing matters.

Support review of prebills, gathering backup documentation, and coordinating adjustments.

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

Assist Finance team with billing flow, invoice status, and special billing requirements.

Bilingual: Advanced English and fluent Spanish. Portuguese is a plus.

Ability to draft clear, professional messages for U.S. clients, foreign correspondents, and internal teams with a neutral, service-oriented tone.

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

Knowledge of handling confidential information and legal firm confidentiality standards.

Familiarity with VoIP tools (Teams, Zoom) and screen sharing.

Minimum 2 years of experience in IP prosecution docketing in a law firm or corporate legal department.

Strong knowledge of U.S. patent, trademark, and copyright rules, deadlines, and procedures.

Experience with AppColl highly preferred.

Prior experience as an administrative or legal assistant.

Proficient in Microsoft 365 (Outlook, Word, Excel), Adobe Acrobat Pro, and legal tools (Clio, Box, Teams).

Exceptional attention to detail; accuracy is critical.

Excellent written and verbal communication skills, including client interaction.

Ability to work independently, prioritize tasks, and meet demanding deadlines.

Desired Experience:

Experience with foreign filings and/or PCT.

Experience supporting IP prosecution or litigation teams.

Prior experience coordinating billing.

Join our team to support vital IP prosecution functions and administrative operations in a dynamic, bilingual legal environment!

#Solvo #LI-PROMOTED