Intellectual Property Legal Coordinator

About the role

A well-established Chicago law firm is seeking an Intellectual Property Legal Coordinator to join its collaborative IP practice. The firm offers a flexible hybrid environment, opportunities for professional growth, and exposure to sophisticated intellectual property matters. This position is bonus and overtime eligible and also offers profit-sharing eligibility. The IP Legal Coordinator will provide administrative, filing, docketing, and organizational support to attorneys and legal professionals handling trademark, patent, copyright, and other intellectual property matters. This role is ideal for a detail-oriented legal professional with prior trademark experience who is comfortable managing deadlines, coordinating domestic and international filings, and supporting multiple active matters at once.

Responsibilities

• Draft, revise, proofread, and format legal correspondence, reports, client communications, and intellectual property documents.
• Assist with U.S. trademark and patent filings, including gathering supporting documentation and coordinating required signatures.
• Coordinate domestic and international IP filings with attorneys, clients, foreign associates, vendors, and other external parties.
• Monitor trademark, patent, copyright, renewal, annuity, and other time-sensitive deadlines using docketing systems and attorney calendars.
• Review docketing reports, flag upcoming due dates, and follow up with appropriate team members regarding pending items.
• Create and maintain intellectual property portfolio reports, filing records, matter summaries, and status updates.
• Open new matters and maintain accurate electronic files, databases, and IP-related documentation.
• Assist with filing costs, vendor invoices, expense reporting, and related administrative transactions.
• Manage calendars and provide scheduling, meeting, travel, and reservation support when needed.
• Balance multiple assignments and deadlines while maintaining a high level of accuracy and responsiveness.

Qualifications

• Bachelor’s degree required.
• 2–3+ years of experience working in a legal environment with direct exposure to trademark matters.
• Experience supporting U.S. and international intellectual property filings.
• Familiarity with trademark, patent, copyright, renewal, annuity, and related docketing deadlines.
• Strong document preparation, editing, proofreading, and formatting skills.
• Proficiency with Microsoft Office, particularly Outlook and Word.
• Experience with Adobe Acrobat and iManage.
• Exposure to IP docketing or portfolio management platforms strongly preferred.
• Experience with systems such as IPDAS, CPI, FoundationIP, or similar intellectual property software is a plus.
• Excellent attention to detail, organization, time management, and follow-through.
• Ability to prioritize competing deadlines and work effectively in a fast-paced legal environment.
• Strong written and verbal communication skills.

Benefits

• Medical, dental, and vision coverage.
• 401(k) plan.
• Bonus eligibility.
• Overtime eligibility.
• Profit-sharing eligibility.
• Professional development and advancement opportunities.

Pay

$75,000–$85,000 annually, based on experience.

Schedule

Hybrid schedule: Monday–Friday, 9:00 AM–5:00 PM, 35‑hour work week; approximately 1 to 2 days onsite per week, remainder remote.