Trademark Docket Administrator

Trademark Docket Administrator

Location: East Hanover, NJ (Hybrid)
Schedule: Full-Time | MondayFriday | 9:00 AM5:00 PM ET

Position Overview

Our client is seeking an experienced Trademark Docket Administrator to support the management of domestic and international intellectual property portfolios. This role is responsible for maintaining accurate docket records, monitoring critical deadlines, processing trademark-related correspondence, and supporting attorneys and paralegals throughout the trademark prosecution and maintenance lifecycle.

The ideal candidate will have strong trademark docketing experience, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced legal environment.

Key Responsibilities

• Review and process communications from the USPTO, WIPO, foreign trademark offices, and outside counsel to ensure all deadlines and actions are accurately captured.
• Maintain and update trademark, domain name, copyright, and related IP records within the firm's docketing system.
• Monitor upcoming deadlines and generate docket reports, reminder notices, and portfolio status reports for attorneys and clients.
• Support the onboarding and migration of trademark portfolios, including data validation, deadline verification, and quality control reviews.
• Track maintenance and renewal requirements, including Sections 8, 9, and 71 filings, ensuring timely completion.
• Coordinate with foreign associates regarding new filings, prosecution matters, powers of attorney, legalizations, translations, and filing confirmations.
• Manage docketing related to assignments, mergers, ownership transfers, and name changes, ensuring appropriate recordation with applicable trademark authorities.
• Research and retrieve trademark information from USPTO, WIPO, foreign intellectual property offices, and other subscription-based databases.
• Assist with trademark watch notices by documenting relevant information, identifying deadlines, and preparing summaries for attorney review.
• Support due diligence projects, trademark searches, reporting requests, and other special projects as needed.
• Conduct periodic audits of docket records to ensure accuracy, consistency, and data integrity across portfolios.
• Assist with training and mentoring team members on docketing procedures and best practices.
• Provide additional support to attorneys and paralegals on trademark and IP-related administrative matters.

Qualifications

• 46+ years of trademark docketing experience, preferably within a law firm or intellectual property practice.
• Bachelor's degree and/or paralegal certification preferred.
• Hands-on experience with CPi or comparable trademark docketing software.
• Strong understanding of U.S. and international trademark prosecution processes and filing requirements.
• Knowledge of domain name administration, UDRP matters, and copyright procedures is advantageous.
• Excellent organizational skills with the ability to manage numerous deadlines simultaneously.
• Strong proofreading, analytical, and problem-solving abilities.
• Ability to work both independently and collaboratively within a team-oriented environment.
• Professional communication skills and the ability to interact effectively with attorneys, clients, staff, and foreign counsel.
• Proficiency in Microsoft Outlook, Excel, and other business applications.
• Eagerness to learn, adapt, and contribute to a growing intellectual property practice.

Why Consider This Opportunity?

This is an excellent opportunity to join a respected legal team supporting a diverse global trademark portfolio. The position offers a collaborative environment, meaningful work within intellectual property law, and a hybrid schedule based in East Hanover, New Jersey.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individuals skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the companys 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.