Senior Trademark Docketing Administrator

The Sr. Trademark Docketing Administrator is responsible for the comprehensive management of domestic and international trademark portfolios. This role focuses on the meticulous tracking of legal deadlines, filing of critical USPTO and foreign documents, and maintaining the integrity of the firm’s IP management system. The successful candidate will act as a primary point of contact for foreign associates and administrative agencies, ensuring all marks remain in good standing and supporting attorneys in trademark prosecution and enforcement. This is a full-time hybrid position.

Job Description

ESSENTIAL JOB FUNCTIONS:

Docket Management: 

• Meticulously enter, calculate, monitor, and clear all U.S. and international trademark deadlines—including filings, Office Actions, Statements of Use, renewals/§8/9/15, maintenance, assignments, Madrid, and TTAB—using CPI or comparable enterprise docketing systems; open new matters and create/maintain all related deadlines.
• Independently interpret and apply USPTO/TMEP, WIPO Madrid, TTAB, and key foreign office rules (e.g., EUIPO, UKIPO, CIPO) to ensure accurate docketing and deadline calculation.
• Review and process daily correspondence from USPTO (TEAS/TSDR), WIPO (Madrid Monitor), foreign associates, and clients; update the docket and set/adjust deadlines accordingly.
• Generate and circulate routine docket reports; proactively flag, escalate, and resolve upcoming and at-risk deadlines to attorneys, paralegals, and clients.
• Maintain docket integrity through regular audits, verification, and reconciliation of attorney instructions, client communications, and official notices; de-duplicate, reconcile to official records, and close matters.
• Prepare or route standard forms and submissions (POAs, declarations, specimens, renewals) under attorney direction; coordinate instructions to foreign counsel and track estimates/invoices.

Document Management: 

• Draft and process assignments, powers of attorney, and declarations; oversee the formal legalization and notarization of documents for international use.

Reporting: 

• Generate real-time status reports and custom portfolio summaries for clients and internal stakeholders to ensure transparency of the trademark lifecycle.

Enforcement Support: 

• Assist in TTAB (Trademark Trial and Appeal Board) proceedings by organizing evidence, monitoring watch notices for potential infringements, and maintaining opposition files.

Portfolio Coordination: 

• Facilitate the seamless transfer of trademark files during acquisitions, divestitures, or client onboarding/offboarding.

Other

• Other responsibilities as needed and assigned.

QUALIFICATIONS:

Required:

• 7+ years trademark docketing experience in a law firm or corporate IP department, including international coordination.
• Proficiency with a leading IP docketing system (e.g., Anaqua, FoundationIP, CPI, Patricia, AppColl) and advanced Excel.
• Exceptional accuracy and attention to detail; ability to prioritize high-volume, deadline-driven workload.
• Clear written and verbal communication; proactive, service-oriented, and collaborative.

Preferred:

• Bachelor’s degree and/or ABA-approved paralegal certificate.
• Experience with iManage/NetDocuments, Outlook calendaring, Power BI/Tableau, and e-billing tools.
• Prior involvement in audits, client in-take, process optimization, and system implementations.

Additional Job Description

Location(s)

Chicago

Time Type

Full time

Dechert LLP is committed to ensuring equal employment opportunity and non-discrimination.  The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.