IP Administrative Support Assistant

The Charlotte office of Nelson Mullins seeks an Administrative Support Assistant to work with a high-volume Intellectual Property practice.  The IP Administrative Support Assistant provides on-the-ground administrative assistance for basic tasks in support of IP team timekeepers.  This role reports to the designated IP Coordinator and also takes guidance and direction from the IP Services Supervisor specific tasks.  The position serves as the foundation of the IP process to ensure IP Assistants and IP Services departments may complete prosecution-related tasks.

The candidate will process a high volume of IP vendor and foreign associate invoices for legal services. This involves reviewing and tracking approved invoices, entering them into expense software ChromeRiver for attorney approval, converting exchange rates, and processing paper check requests for foreign currency invoices. One must reconcile vendor/associate Statements of Account and collaborate with the Accounting department to track any missing invoices and ensure timely payments are processed. Directly contact vendors and associates to request copies of invoices or Statements of Account as necessary and update legal teams and Accounting regarding status. Coordinate with IP Quality Assurance department and Accounting to process expense vouchers and statements of charges in order to reconcile/replenish funds to deposit accounts held by the Firm with the U.S. Patent and Trademark Office, European Patent Office, and World Intellectual Property Organization. Serve on a team with records and other administrative/clerical support positions to save all incoming/outgoing emails with clients and foreign counsel into the proper matter in Firm document management system utilizing standardized IP naming conventions

The team is seeking a motivated candidate who may be interested in the potential to grow within the Firm, build knowledge, and assume additional responsibility over time.  Must be professional, well-organized, team-oriented, have excellent attention to detail and follow-up skills, the ability to interface with internal and external contacts of all levels, comfort and familiarity with financial information, be able to prioritize assignments and work well under pressure. Law firm, billing, or intellectual property experience a plus.

With more than 1,000 attorneys, policy advisers, e-discovery professionals, and other business professionals across offices in California, Colorado, the District of Columbia, Florida, Georgia, Illinois, Maryland, Massachusetts, New York, Pennsylvania, Tennessee, Texas, West Virginia, and throughout North Carolina and South Carolina, Nelson Mullins has strong roots in the business community and an appreciation for new directions in the business world.