Document Control Supervisor jobs in the United States

Who are we?

Named for several years as a "great place" to work by The Washington Post and Washington Business Journal, Sterne, Kessler, Goldstein & Fox P.L.L.C. is proud to be one of the most highly regarded intellectual property specialty law firms in the world. We recognize that it is the talent and dynamism of each individual at Sterne Kessler that makes that possible. With that in mind, we have cultivated an environment that is welcoming, inclusive, and intellectually stimulating with just the right touch of fun and exuberance. We offer a competitive compensation package with excellent benefits and are Metro-accessible in a prime downtown location with many nearby restaurants and shops.

What do we need? 

We are looking for a proactive Document Control Supervisor who will serve as a vital member of our team, overseeing the day-to-day management of the Document Control Team, consisting of both firm and contract employees. This role will be responsible for workload distribution, troubleshooting queries regarding document control processes, and exercising independent judgment to manage daily operations effectively. They will also play a key ole in hiring and retaining document control specialists and establishing standards and procedures for the team. The Document Control Supervisor will work a fully in-person schedule from our DC office. 

How will you make an impact?

• Responsible for daily coordinating and supervising of opening, sorting, logging, and distributing (as necessary) all incoming firm correspondence (including domestic, foreign, USPTO, general, prosecution, litigation, interference, fax, courier, emails, and checks) following the firm’s systems and standard procedures.
• Daily coordinating and supervising of processing and creating document profiles for all incoming firm correspondence, i.e., U.S. Postal Mail, Courier (Express) Mail, and designated electronic communications via fax and emails, including the identification and selection of document descriptions based upon the firm’s established naming convention guidelines.
• Responsible for daily supervising and overviewing of assigned team members; preparing and conducting annual and mid-year performance evaluations for direct reports.
• Monitoring daily workloads of assigned team and identifying additional work assignments and projects for team as needed during non-peak periods.
• Providing training to new and existing department employees in the use of the Document Management System (DMS) on an ongoing basis as necessary to complete the team’s profiling duties and to aid in continued development of team members.
• Making recommendations related to the hiring, firing, advancement, promotion, or any other change of status of assigned staff.
• Managing relationships with outside vendors assisting with document control, specifically those providing staffing and document indexing or profiling assistance.
• Coordinating the daily USPTO hand-carry delivery as needed ensuring all docketing and firm procedures are adhered to.
• Leading team in following and applying daily knowledge of the firm's standard document control policies and procedures as needed to meet established Service Level Agreements (SLAs).
• Achieving and maintaining a working knowledge of basic IP concepts, including U.S. and foreign patent prosecution and docketing procedures.
• Controlling and maintaining the high quality, accuracy, and integrity of the firm's document management system and procedures.
• Maintaining a high level of proficiency in using the DMS, including interacting with Docketing, U.S. Patent Prosecution, Foreign Filing, Operations Center, and IT department personnel and other firm members to complete the document control process, assist in coordinating testing of updated or new systems, and troubleshooting problems as necessary.
• Maintaining a high-quality work product, scheduling work to meet department deadlines, and performing job responsibilities under pressure efficiently, productively, and in a professional manner.

What will you bring to the role?  

• Minimum five years of document control experience with at least three years of team lead or supervisory experience preferred.
• Bachelor's degree preferred.
• Committed to creating and maintaining a collaborative and positive work environment.
• Capable of implementing structured changes and effectively communicating across the firm.
• Able to meet deadlines and work efficiently under pressure.
• Highly motivated, responsive, and customer service oriented.
• Possess strong organizational skills and experience in document management systems.
• Skilled problem solver capable of anticipating needs and delivering appropriate solutions.
• Proficient in using computer equipment and software systems, including Microsoft Office and document management, docketing, and workflow software.
• Familiarity with the USPTO's systems and other law resources and databases used in IP prosecution.

The good faith base salary range for this position is $95,000 to $115,000 per year. The actual salary rate offered to candidates within that range will depend on a variety of factors, including without limitation, years of relevant experience, education, and the candidate’s overall qualifications for the position as assessed by the Firm.  

To Apply 

Please include a resume and cover letter in your application materials.  

Sterne Kessler is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.