Intellectual Property Practice Group Coordinator

Intellectual Property Practice Group Coordinator

Department: Administrative Assistant

Employment Type: Permanent - Full Time

Location: Troy, MI

The Intellectual Property Practice Group Coordinator supports the day-to-day business, administrative, and client-service operations of the Intellectual Property (IP) Practice Group. This role partners closely with IP Practice Group Leaders, attorneys, and administrative professionals to help ensure smooth matter intake, accurate client and matter data, timely billing support, effective internal communications, and consistent execution of practice initiatives. The Coordinator acts as a central point of contact for practice logistics, reporting, and workflow organization.

• Serve as the primary administrative coordinator for the IP practice group, reporting to and supporting IP Practice Group Leaders.
• Coordinate practice deadlines; track action items and follow-ups related to practice initiatives.
• Maintain and update IP Practice Group calendars, distribution lists, internal sites (SharePoint/Teams), and contact directories.
• Assist with onboarding of practice members (staff and attorneys), including access requests and resource setup.
• Support matter opening and intake processes: conflict check requests, engagement letter logistics, client/matter setup coordination, and routing of required approvals.
• Coordinate with Docketing Team to support IP-specific workflows (e.g., trademark/patent deadlines, portfolio updates, filings coordination).
• Serve as backup support to patent paralegals and specialists on patent filings, prosecution support, and billing coordination, as needed to maintain coverage and meet deadlines.
• Coordinate pre-bill review logistics: distribute, track, and compile edits; interface with Billing Coordinators to resolve issues.
• Support client billing arrangements (AFAs, caps, phased billing, portfolio billing) by maintaining reference materials and assisting with periodic reviews.
• Maintain practice credentials content: representative matters, attorney bios inputs, industry descriptions, and awards/submissions tracking.
• Coordinate updates for web content and internal marketing materials; help circulate client alerts and publications internally.
• Liaise with Finance/Billing, Conflicts/New Business Intake, Docketing, Marketing/BD, Knowledge Management, IT, and Records to ensure smooth execution of IP practice needs.

• 3+ years of experience in a law firm or professional services environment (practice group support, legal operations, or equivalent).
• Demonstrated ability to coordinate workflows across multiple stakeholders, priorities, and deadlines in a fast-paced environment.
• Strong proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams); comfort with document formatting and basic reporting.
• Exceptional attention to detail, professionalism, and discretion with confidential information.
• Clear written and verbal communication skills; strong customer-service orientation.
• Experience supporting an IP practice (patent/trademark prosecution or portfolio management).
• Familiarity with legal operations systems such as Aderant, Intapp, Net Documents, and docketing platforms such as Foundation IP and Black Hills IP.