Intellectual Property (IP) Docketing Specialist – Remote

Xsensus is a non-traditional law firm where the best and brightest in science and law join together to be a powerful legal presence—all while working in a relaxed, creative, and stimulating environment. With transparent leadership, collaborative teamwork, and technology-driven processes, the Xsensus team provides unparalleled services to a rapidly expanding client base. The firm was voted one of the “Best Places to Work in Virginia” by Virginia Business in 2023, 2025, and 2026.

About the role

We are seeking an experienced IP Docketing Specialist to manage the day-to-day docketing of US Intellectual Property matters, ensuring accurate, high-quality service to our clients. This role supports a fast-paced, growing IP practice with a focus on patents, trademarks, and post-grant proceedings. Our firm culture emphasizes work/life balance, collaboration, and recognition of hard work.

Responsibilities

• Manage the day-to-day docketing of intellectual property matters, including patents, trademarks, and post-grant proceedings, ensuring the accurate and timely processing of all correspondence, deadlines, and docket-impacting documents.
• Oversee file intake and outtake, including opening, updating, and closing matters; conducting audits of transferred files; and coordinating with internal teams, successor counsel, and other stakeholders to ensure smooth transitions of portfolio management.
• Perform routine quality-control reviews; audit files periodically and/or upon request to ensure accuracy and compliance with firm and client requirements.
• Generate daily reports identifying action items, upcoming due dates, and critical deadlines for attorney and staff workflow management.
• Open new matters, prepare and reconcile docket summary reports, and research or resolve docket discrepancies, irregularities, or procedural questions.
• Provide cross-training and assist in onboarding and training new docketing team members.
• Assist with incoming and outgoing portal communications (e.g., USPTO, foreign associates, client platforms) and support a wide range of administrative and patent-prosecution tasks.

Requirements

• 3–5 years of intellectual property prosecution docketing experience in a law firm required.
• Bachelor’s degree preferred, but not required.
• Demonstrated knowledge of U.S. and foreign patent-prosecution rules, procedures, and deadline-calculation requirements; ability to interpret and apply USPTO, PCT, and foreign-local office rules.
• Familiarity with IDS preparation workflows, foreign-filing workflows, or patent-term tracking.
• Experience with data migration or docketing system conversions is a plus.
• Experience with CPI strongly preferred.
• Exceptional attention to detail, with strong organizational and prioritization abilities to manage high-volume workloads and shift between tasks while maintaining accuracy.
• Strong analytical and problem-solving skills; able to work both independently and collaboratively within a team.
• Clear and professional oral and written communication skills, with the ability to interact effectively with attorneys, staff, clients, and external partners.

Benefits

• Competitive salary range: $65,000 to $85,000.
• Ability to work remotely or at the office.
• Newly remodeled office with flexible dress code.
• Generous Paid Time Off benefit to promote work/life balance.
• Optional team-building activities, including friendly office competitions.
• Free snacks and firm lunches in the office.