Published: Oct 06, 2025 - The Intellectual Property Administrator prepares and files new patent, design, and trademark applications, ensuring accurate submissions through eOLF, ePCT, and UKIPO platforms. This role involves managing case records, processing correspondence, maintaining precise deadline tracking, and liaising with clients, patent offices, and overseas associates to ensure timely filings and responses. In addition, the Administrator supports post-filing activities such as EP validation, recordal filings, and cost estimation while maintaining complete accuracy in the case management system.

Tips for Intellectual Property Administrator Skills and Responsibilities on a Resume
1. Intellectual Property Administrator, Arcadia Legal Solutions, Albany, NY
Job Summary:
- Enter data accurately into internal systems to maintain up-to-date records.
- Scan documents and upload them securely to the system for electronic storage.
- File patent-related documents in accordance with established procedures.
- Process granted documents and ensure they are stored in the correct location.
- Open, prepare, and scan incoming post for distribution and archiving.
- Check official registers for relevant documents and update internal records accordingly.
- Download and print publications to support patent administration.
- Monitor renewal deadlines in the database to ensure timely actions are taken.
- Code and process renewal receipts to maintain accurate financial and compliance records.
- Manage credit card purchases and perform reconciliation to ensure accuracy and accountability.
Skills on Resume:
- Data Entry (Hard Skills)
- Document Scanning (Hard Skills)
- File Management (Hard Skills)
- Record Maintenance (Hard Skills)
- Database Monitoring (Hard Skills)
- Deadline Tracking (Soft Skills)
- Financial Reconciliation (Hard Skills)
- Attention To Detail (Soft Skills)
2. Intellectual Property Administrator, Crestview IP Management, Richmond, VA
Job Summary:
- Prepare and file formalities with national and international intellectual property offices.
- Monitor and maintain records of IP application files to ensure accuracy and compliance.
- Draft, proofread, and edit correspondence and documents for both domestic and international matters.
- Handle billing processes and prepare invoices in line with firm requirements.
- Communicate directly with clients, international organizations, and agents to support IP processes.
- Assist with administrative duties to ensure smooth daily operations.
- Support attorneys and team members by providing accurate and timely documentation.
- Contribute to maintaining efficiency in IP file management and reporting.
- Perform tasks in accordance with firm standards and international filing procedures.
Skills on Resume:
- IP Formalities Filing (Hard Skills)
- Record Maintenance (Hard Skills)
- Document Drafting (Hard Skills)
- Billing Management (Hard Skills)
- Client Communication (Soft Skills)
- Administrative Support (Soft Skills)
- Team Collaboration (Soft Skills)
- Compliance Monitoring (Hard Skills)
3. Intellectual Property Administrator, Meridian Patent Group, Austin, TX
Job Summary:
- Manage the daily patent and trademark docket in coordination with attorneys.
- Work closely with other team members to coordinate operations and maintain efficiency.
- Liaise with external legal counsel to ensure proper handling of intellectual property matters.
- Advise and train IP team members on updates to docketing and filing procedures.
- Identify, recommend, and implement best practices aligned with USPTO and international rules.
- Support marketed products by assisting with the management of Orange Book listings.
- Contribute to patent term adjustment processes to maintain accurate protection timelines.
- Provide general assistance for regulatory filings across global jurisdictions.
- Prepare and maintain documentation to support both domestic and international IP matters.
- Ensure compliance with all applicable requirements while strengthening operational consistency.
Skills on Resume:
- Docket Management (Hard Skills)
- Team Coordination (Soft Skills)
- Legal Liaison (Soft Skills)
- Procedure Training (Soft Skills)
- Best Practices Implementation (Hard Skills)
- Regulatory Support (Hard Skills)
- Patent Term Adjustment (Hard Skills)
- Compliance Assurance (Hard Skills)
4. Intellectual Property Administrator, Northgate Innovations, Denver, CO
Job Summary:
- Liaise with Managers of the IP & Licensing team and other stakeholders through phone, email, and meetings to address daily matters.
- Carry out administrative tasks related to contract management for the commercial license portfolio and research investment portfolio.
- Monitor and ensure compliance with agreed contractual obligations, including service delivery, financial commitments, reporting, and other responsibilities.
- Analyze contract-related issues as they arise and provide Managers with accurate details to support decision-making.
- Manage contract financial administration and tracking in alignment with established policies.
- Support intellectual property activities by completing administrative tasks for registration applications and ongoing maintenance.
- Maintain accurate records for the organization’s registered IP portfolio.
- Update and track information relating to the commercial agreement portfolio.
- Prepare documentation to assist with oversight of both licensing and research investment contracts.
- Contribute to smooth operations by ensuring administrative and reporting requirements are consistently met.
Skills on Resume:
- Stakeholder Communication (Soft Skills)
- Contract Management (Hard Skills)
- Compliance Monitoring (Hard Skills)
- Issue Analysis (Hard Skills)
- Financial Administration (Hard Skills)
- IP Administration (Hard Skills)
- Record Maintenance (Hard Skills)
- Data Tracking (Hard Skills)
5. Intellectual Property Administrator, Summit Legal Partners, Raleigh, NC
Job Summary:
- Ensure compliance with firm policies, client instructions, and established procedures in the execution of assigned duties.
- Assist in preparing, filing, prosecuting, and maintaining both domestic and international patent applications.
- Draft client correspondence to report on the progress and status of applications and granted patents.
- Review the docket regularly to identify upcoming deadlines and necessary actions.
- Inform responsible attorneys of approaching deadlines and required next steps for each file.
- Interpret and apply intellectual property regulations from the USPTO, PCT, and other global patent offices.
- Manage time effectively to meet both internal and external deadlines, even during high-demand work periods.
- Complete administrative tasks, including accurate timekeeping and adherence to billing practices.
- Follow organizational guidelines to maintain consistency and accountability.
- Support the firm’s intellectual property practice by delivering reliable and timely patent-related assistance.
Skills on Resume:
- Policy Compliance (Hard Skills)
- Patent Filing (Hard Skills)
- Client Correspondence (Soft Skills)
- Deadline Management (Soft Skills)
- Regulation Interpretation (Hard Skills)
- Time Management (Soft Skills)
- Administrative Accuracy (Hard Skills)
- Attorney Support (Soft Skills)
6. Intellectual Property Administrator, Harborstone Law Associates, Portland, OR
Job Summary:
- Maintain and update records accurately within the case management system.
- Prepare standard correspondence for distribution to clients.
- Retrieve and review online publications to support case management activities.
- Process incoming client and associate requests promptly and efficiently.
- Compile and prepare monthly reports to track case activity and progress.
- Perform data integrity checks on cases through systematic double reviews.
- Order certified copies of official documents.
- Prepare outgoing official post for mailing in accordance with procedures.
- Assist with locating and retrieving physical or electronic files.
- Support the team by ensuring administrative tasks are completed on time and to a high standard.
Skills on Resume:
- Record Maintenance (Hard Skills)
- Client Correspondence (Soft Skills)
- Publication Review (Hard Skills)
- Request Processing (Hard Skills)
- Report Preparation (Hard Skills)
- Data Integrity Checks (Hard Skills)
- Document Handling (Hard Skills)
- Administrative Support (Soft Skills)
7. Intellectual Property Administrator, Sterling IP Support Services, Tampa, FL
Job Summary:
- Provide timely and efficient administrative support to a team of Patent Attorneys.
- Create new patent cases and maintain existing files within the electronic case management system.
- Prepare and file forms and documents with Intellectual Property Offices in compliance with formal requirements.
- Manage diaries to ensure deadlines and appointments are met.
- Send foreign instruction letters to associates to coordinate filing programs.
- Process invoicing activities accurately and on schedule.
- Draft and send correspondence to clients and associates regarding patent matters.
- Carry out general administrative responsibilities to support patent-related workflows.
- Assist with the organization of documentation to maintain consistency and efficiency.
- Contribute to the smooth operation of the IP team through reliable administrative support.
Skills on Resume:
- Administrative Support (Soft Skills)
- Case Management (Hard Skills)
- Document Filing (Hard Skills)
- Deadline Management (Soft Skills)
- Foreign Coordination (Soft Skills)
- Invoicing Processing (Hard Skills)
- Client Correspondence (Soft Skills)
- Document Organization (Hard Skills)
8. Intellectual Property Administrator, Beacon Hill Legal Advisors, Columbus, OH
Job Summary:
- File, monitor, record, and report on patent and design applications using the Patent File System.
- Update the intellectual property database to accurately reflect the status of each case.
- Prepare legal documents and applications to support the filing and prosecution process.
- Manage email correspondence and organize diaries to support daily workflow.
- Provide general organizational support to the IP team.
- Oversee diary management and scheduling for team members to ensure deadlines are met.
- Coordinate with inventors and prepare documentation for signature.
- Compile and prepare IP reports to track progress and maintain transparency.
- Arrange patent translations to support international filings.
- File Information Disclosure Statements in accordance with requirements and maintain document copies.
- Assist with administrative and reporting tasks to ensure smooth IP operations.
Skills on Resume:
- Patent File Management (Hard Skills)
- Database Updating (Hard Skills)
- Legal Document Preparation (Hard Skills)
- Email Coordination (Soft Skills)
- Organizational Support (Soft Skills)
- Diary Management (Soft Skills)
- Inventor Coordination (Soft Skills)
- Report Compilation (Hard Skills)
9. Intellectual Property Administrator, Ridgeway Legal Strategies, Madison, WI
Job Summary:
- Collaborate with in-house and outside counsel to support the prosecution and maintenance of domestic and international patents.
- Maintain intellectual property records and manage docketing activities within Foundation IP, CPA Global, and Dennemeyer databases.
- Perform patent searches by developing and executing independent search strategies.
- Assist in drafting legal documents such as patent office correspondence, affidavits, declarations, assignments, and powers of attorney.
- Work closely with business groups to gather invention disclosures and supporting documentation.
- Provide administrative and technical support for intellectual property litigation matters.
- Contribute to IP due diligence projects by collecting and reviewing relevant documentation.
- Support the invoicing process by reviewing and processing payments for outside counsel and vendor services.
- Ensure proper filing, tracking, and reporting of intellectual property activities.
- Assist in strengthening IP operations by maintaining accuracy, compliance, and timely execution.
Skills on Resume:
- Patent Support (Hard Skills)
- Record Management (Hard Skills)
- Patent Search (Hard Skills)
- Document Drafting (Hard Skills)
- Disclosure Coordination (Soft Skills)
- Litigation Support (Hard Skills)
- Due Diligence (Hard Skills)
- Invoice Processing (Hard Skills)
10. Intellectual Property Administrator, Horizon IP Services, Kansas City, MO
Job Summary:
- Conduct trademark, patent, copyright, and domain name due diligence research using online and commercial databases.
- Prepare detailed reports summarizing research findings for attorney and client review.
- Draft and file security agreements and releases with the USPTO and the Copyright Office.
- Perform pre-screening trademark searches and analyze comprehensive search reports.
- Assist in drafting legal analysis letters that assess risks and the availability of marks for use and registration.
- Manage all phases of U.S. trademark prosecution and maintenance activities.
- Oversee the filing and upkeep of international trademark applications and registrations.
- Prepare trademark assignment documents and file them with the PTO Assignment Branch.
- Investigate potential infringement issues to protect client rights.
- Draft cease-and-desist letters to enforce intellectual property protections.
- Support attorneys and clients by ensuring accurate, timely, and compliant trademark-related work.
Skills on Resume:
- Due Diligence (Hard Skills)
- Research Reporting (Hard Skills)
- Security Filings (Hard Skills)
- Trademark Search (Hard Skills)
- Legal Analysis (Hard Skills)
- Trademark Management (Hard Skills)
- International Filings (Hard Skills)
- Infringement Investigation (Hard Skills)
11. Intellectual Property Administrator, Redwood Legal Management, Salt Lake City, UT
Job Summary:
- Prepare and file new patent, design, and trademark applications.
- File online submissions via eOLF, ePCT, and UKIPO websites.
- Prepare letters, emails, and invoices using the case management system.
- Process incoming correspondence, create new cases, and log deadlines and actions in the case management system.
- Liaise with clients and overseas associates to obtain timely instructions and meet deadlines.
- Update the case management system with application numbers and filing dates with complete accuracy.
- Monitor cases and request status updates from Patent Offices and overseas associates.
- Forward Letters Patent and Registration Certificates to clients and overseas associates.
- Perform EP validation work, including preparation of Powers of Attorney and instructions to validation associates.
- File assignment, change of name, and address requests at the relevant Patent and Trademark Offices.
- Prepare cost estimates for clients.
- Cross-check diary fields in the case management system.
Skills on Resume:
- Application Filing (Hard Skills)
- Online Submissions (Hard Skills)
- Client Communication (Soft Skills)
- Case Management (Hard Skills)
- Deadline Tracking (Soft Skills)
- Status Monitoring (Hard Skills)
- EP Validation (Hard Skills)
- Document Processing (Hard Skills)
12. Intellectual Property Administrator, Bluecrest Legal Operations, Phoenix, AZ
Job Summary:
- Coordinate with outside counsel to help maintain global patent and trademark portfolios and ensure docket accuracy.
- Analyze docket deadlines, communicate critical dates, and prepare detailed docket and portfolio reports.
- Receive patent- and trademark-related correspondence and invention disclosures for timely entry into the in-house docketing system.
- Prepare and file U.S. and PCT patent applications, Office Actions, Information Disclosure Statements (IDS), sequence listings, and formality documents through the USPTO’s EFS-Web.
- Retrieve key documents such as file wrappers, certified copies, and non-patent literature for case management.
- Perform audits of IDS to ensure accuracy and compliance with regulatory requirements.
- Draft, review, and maintain a variety of legal documents beyond patent filings.
- Provide clear documentation and reporting to support legal and portfolio management processes.
- Support internal teams by ensuring the timely completion of patent-related administrative and legal work.
- Assist and support the department with general administrative duties and special projects related to IP matters.
Skills on Resume:
- Portfolio Management (Hard Skills)
- Docket Reporting (Hard Skills)
- Data Entry (Hard Skills)
- Patent Filing (Hard Skills)
- Document Retrieval (Hard Skills)
- Compliance Auditing (Hard Skills)
- Legal Documentation (Hard Skills)
- Administrative Support (Soft Skills)
13. Intellectual Property Administrator, Granite IP Group, Minneapolis, MN
Job Summary:
- Support the Legal department.
- Docket patent and trademark cases.
- Create reports from the docketing system once installed.
- Draft letters and official documents.
- Prepare legal files and perform administrative tasks within the Legal department to ensure adherence to practice and procedure.
- Act as liaison for questions, information, and forms, directing them to the appropriate team.
- Compile documents and USPTO forms.
- Complete electronic filing of information and forms with the USPTO.
- Correspond with foreign associates via phone or email.
- Research and investigate information to support strategic decision-making.
- Interpret instructions and issues arising, and implement actions according to policies and procedures.
- Manage, organize, and update relevant data using database applications.
- Communicate and provide information by appropriate methods internally and externally to enable organizational operations and effective service to connecting groups.
Skills on Resume:
- Legal Support (Soft Skills)
- Docket Management (Hard Skills)
- Report Creation (Hard Skills)
- Document Drafting (Hard Skills)
- Administrative Tasks (Hard Skills)
- Liaison Communication (Soft Skills)
- Electronic Filing (Hard Skills)
- Information Research (Hard Skills)
14. Intellectual Property Administrator, Seaside Legal Innovations, Indianapolis, IN
Job Summary:
- Assist with a high volume of trademark renewals and mid-term use deadlines under the direction of the IP Paralegal team.
- Review and maintain document trackers.
- Assist with the maintenance of SharePoint sites.
- Create trademark records and update information and correspondence.
- Support the IP Paralegal team by obtaining billing codes for the renewals process.
- Produce and review diaries while liaising with stakeholders and agents on trademark statuses throughout the process.
- Conduct comprehensive trademark audits using official trademark registries and other platforms.
- Coordinate with global teams to maintain and update IP databases, including GIPM and Anaqua.
- Report trademark formalities to clients.
- Coordinate with internal and external teams to understand, follow, and implement established processes.
- Deliver proactive administrative services encompassing all key tasks.
- Seek feedback regularly to enhance professional development, respond promptly and appropriately to feedback, and take necessary actions to improve performance.
Skills on Resume:
- Trademark Renewals (Hard Skills)
- Document Tracking (Hard Skills)
- SharePoint Management (Hard Skills)
- Record Updating (Hard Skills)
- Billing Support (Hard Skills)
- Diary Coordination (Soft Skills)
- Trademark Auditing (Hard Skills)
- Database Maintenance (Hard Skills)
15. Intellectual Property Administrator, Riverbend IP Consulting, Des Moines, IA
Job Summary:
- Manage all aspects of U.S. and foreign patent and trademark prosecution processes.
- Prepare and proof patent and trademark forms and documents, including applications, information disclosure statements, amendments, responses to Office Actions, Notices of Allowance, and trademark registration maintenance documents.
- File electronically with the U.S. Patent and Trademark Office and prepare reporting letters to clients.
- Manage docketing and calendaring with sensitivity to time management and strict filing deadlines.
- Update internal client files using USPTO PAIR and TESS databases and prepare recommendations for updates.
- Process payment of patent Issue Fees.
- Effect national phase entry of PCT applications.
- Correspond with foreign associates regarding all aspects of prosecution, oversee payment of foreign associates' invoices, and prepare reporting letters to clients.
- Effect portfolio transfers and manage multi-client portfolios.
- File and assist in the prosecution of U.S. and foreign design patent applications, including meeting convention deadlines for filing abroad.
- Track chains of title in U.S. patents and trademark registrations and perfect them.
Skills on Resume:
- Prosecution Management (Hard Skills)
- Document Preparation (Hard Skills)
- Electronic Filing (Hard Skills)
- Docket Management (Hard Skills)
- Database Updating (Hard Skills)
- Fee Processing (Hard Skills)
- Foreign Coordination (Soft Skills)
- Portfolio Management (Hard Skills)