Patent Annuity Specialist

Job Responsibilities

• Monitor complex, multi-jurisdictional patent annuity and maintenance fee deadlines.
• Prepare payment instructions, coordinate with third-party annuity vendor, and reconcile payment confirmations.
• Investigate and resolve data discrepancies identified by annuity vendor, foreign associates, and internal stakeholders.
• Review patent annuity and maintenance fee correspondence to help ensure intellectual property rights remain active and in good standing.
• Monitor changes to patent rules and maintenance requirements and update docketing procedures as necessary.
• Identify and correct data and records management inconsistencies using U.S. and international patent office databases, as appropriate.
• Generate cost estimates, metrics, and reports related to patent maintenance activities.
• Maintain and update annuity standard operating procedures (SOPs) to reflect current practices and process improvements.
• Identify inactive patent families and coordinate appropriate retention, abandonment, or revival actions.
• Coordinate the execution, notarization, legalization, and apostille of annuity-related powers of attorney, proof-of-ownership documents, and other intellectual property documents, as required.
• Support patent acquisitions, divestitures, legal entity changes, and other portfolio-related projects.
• Serve as the subject matter expert for patent annuity processes, providing guidance to attorneys, paralegals, and other IP stakeholders on maintenance fee requirements, annuity procedures, and related best practices.
• Contribute to operational excellence initiatives by identifying opportunities for process improvement and implementing approved solutions.

Required Minimum Qualifications

• High school diploma or equivalent required.
• Associate degree or paralegal certificate preferred.
• Minimum of five (5) years of patent annuity experience in a law firm, corporate legal department, or in-house intellectual property organization.
• Strong knowledge of U.S., PCT, EP, and foreign national patent prosecution, maintenance, and docketing practices.
• Experience supporting global patent portfolios and coordinating activities across multiple jurisdictions.
• Experience with powers of attorney, certified true copies of assignments and ownership documents, and related notarization, legalization, and attestation/apostille processes.
• Advanced proficiency with IP docketing and annuity management systems.
• Advanced proficiency with U.S. and international patent office databases and online systems, including USPTO Patent Center, EPO, and WIPO.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Exceptional attention to detail, accuracy, and analytical skills.
• Strong written and verbal communication skills, including the ability to communicate complex legal and procedural concepts clearly and effectively.
• Effective organizational, project management, and time management skills, with the ability to manage competing priorities and consistently meet deadlines.
• Ability to work independently on routine assignments and complex projects while exercising sound judgment regarding when to seek attorney guidance.
• Demonstrated discretion in handling confidential and sensitive information, with a high degree of professionalism and integrity.
• Results-oriented with a demonstrated ability to deliver high-quality work in a timely manner.
• Strong interpersonal and collaboration skills, with the ability to build effective working relationships across functions and levels of the organization.
• Resilient and adaptable, with the ability to thrive in a fast-paced, high-volume environment and effectively manage change.
• Willingness to embrace and support new processes, technologies, and ways of working.
• Notary Public Commission, or the ability to obtain a commission within a reasonable period following hire.

Preferred Experience and Skills

• Experience supporting pharmaceutical, biotechnology, life sciences, or other complex technology patent portfolios.
• Prior experience with Clarivate's The IP Management System (TIPMS), IPManager, First-to-File, or similar intellectual property management systems.
• Experience collaborating with third-party annuity service providers and foreign associates on global patent maintenance activities.
• Experience participating in patent acquisitions, divestitures, legal entity changes, or other IP portfolio transition projects.