Intellectual Property Coordinator

September 23, 2022
Dayton, OH
Job Type


Great opportunity for an experienced Intellectual Property Legal Secretary to join Patent Prosecution/Trademark practice areas of a leading law firm in their Dayton, OH office on a direct hire basis.  Duties include, but are not limited to the following:

  • Proficient in computer applications and other office equipment.
  • Drafting correspondence, memoranda, and other legal documents to be reviewed by attorney/paralegal.
  • Answering telephone calls, taking messages or sending callers to voicemail system if preferred.
  • Reading, sorting, and date stamping incoming mail.
  • Ensuring that outgoing mail is timely delivered. If necessary, routing mail to specific delivery service and following up on timely delivery.
  • Establishing and maintaining calendar, contact lists, and deadline reminder systems.
  • Requesting new files through Business Intake and requesting and following up on conflict of interest checks with Records Department.
  • Maintaining attorney and general office files.
  • Reviewing and preparing files to be closed when matters are complete.
  • Greeting clients and visitors; maintaining good customer service with external and internal clients; observing confidentiality of attorney-client relationship.
  • Making appointments and travel arrangements for attorney(s)/paralegal(s).
  • Entering attorney and paralegal time into the timekeeping system.
  • Working with Billing Department and billing attorney to review and revise billing Proformas. Assisting in finalizing bills for client mailing.
  • Working closely with administrative support staff (word processing, receptionists, Business Intake, Office Services, accounting and billing, etc.).
  • Performing other tasks and responsibilities as requested.


  • Proficient with intellectual property software and terminology.
  • Working knowledge of internet use for research purposes.
  • High school diploma or equivalent.
  • Administrative or legal secretarial experience.
  • Excellent proofreading skills and accuracy. Perform minor editing (e.g. punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Ability to apply grammar, spelling, and punctuation skills.
  • Verify calculations on forms and documents.
  • Good understanding of law office policies and procedures.
  • Excellent organization skills and able to prioritize numerous tasks and complete them under time restraints.
  • Possesses interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.
  • Excellent computer skills and experience with Windows 7/Microsoft 2010 Suite.
  • Type a minimum of 75 wpm.
  • Ability to handle multiple tasks under pressure.
  • Flexible and adjusts work schedule, if required.
  • Regular attendance and punctuality are essential functions of this job.
  • Excellent customer service skills and telephone etiquette are mandatory.
  • Some college course work preferred but not required
  • Notary Public is a plus.

If you would like to learn more about the Intellectual Property Coordinator position available in Dayton, OH, then please submit your resume, in Word format, by clicking the Apply Now button.

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