Administrative Assistant

Join Komatsu and Be Part of Something Big!

Job Overview

This role provides comprehensive administrative support to the Legal Department, including dispute and accident tracking, legal systems and records management, end-to-end invoice and expense processing, and support of HR's expatriate (ex-pat) activities.

Key Job Responsibilities

Legal Operations & Information Management (approx. 25%)

• Acknowledge, log, tender and track Service of Process matters through resolution
• Intake, assign and track legal assignments, cases and projects across platforms (e.g. CLM, SharePoint)
• Log asbestos cases across platforms and track through resolution
• Obtain signatures on Company documents (in-person or electronically), such as contracts, resolutions, and approval forms, and provide notary services as needed

Accident & Claims Administration (approx. 15%)

• Intake and track accident reports and updates
• Coordinate inspections and follow-up activities
• Prepare and issue Notices of Claim to insurers
• Maintain documentation and reporting related to claims

Financial Administration (approx. 25%)

• Process legal invoices, including intake, vendor set-up, validation, and facilitating payment
• Support Department budgeting, forecasting, and accrual tracking

General Legal Administration (approx. 15%)

• Calendar and coordinate Department meetings and calls
• Arrange travel and expense reporting as needed
• Draft, edit and file Department correspondence, documents, and reports
• Distribute Department mail and post outgoing mail
• Organize, access and transfer files to and from on-site, off-site and electronic storage

Support HR Manager with Expatriate Administration (approx. 20%)

• Assist with onboarding ex-pats to KNA, including relocation and acclimation
• Help facilitate discussions between ex-pats, internal stakeholders, and external vendors
• Process invoices related to relocation and ex-pat-related vendors
• Upload tax notices and coordinate with external tax advisors (e.g., Deloitte)
• Input various allowances into payroll data
• Process tax-related payments and refunds and track deadlines
• Assist with preparation of visa and immigration documentation
• Support Chicago-based expatriate-related events, including Management Committee visits

And other duties as assigned by the General Counsel.

Qualifications/Requirements

• Five to seven or more years of experience as an administrative assistant or office administrator (ideally with a legal department or law firm), - or comparable position with:
• Excellent time-management and organizational skills for handling multiple tasks
• Expert knowledge of Microsoft Office Suite, software such as SAP/Ariba, and/or ability to learn other systems as required.
• Proactive, self-starter who enjoys working independently with minimal supervision.
• Must be detail oriented and careful to maintain confidentiality of Company activities.
• Familiarity with legal issues and terminology, processes and documentation.
• 90-day probationary period requires four (4) days a week onsite, tapering down as the individual demonstrates relevant capabilities.

Additional Information

Hiring Range

At Komatsu, your base pay is one part of your total compensation package. This role pays $61,400. The actual offer will consider a wide range of factors, including experience and location.

Company Benefits

Komatsu provides an extensive and robust employee benefits package that is designed to enhance the well-being of our employees and family members. We embrace a positive and empowering employee experience with a culture that prides itself on a diverse and inclusive environment.

• Health benefits: Medical, dental, vision, HSA, wellness programs, etc.
• 401k and/or employee savings programs
• Employee time off (vacation and designated holidays)
• Employee and family assistance programs
• Disability benefits
• Life insurance
• Employee learning and development programs

Diversity & Inclusion Commitment

At Komatsu, we come from diverse backgrounds, with unique perspectives, experiences and contributions. We believe that our people are part of our shared purpose. Connected by our core values of ambition, perseverance, collaboration and authenticity, we are committed to continually advancing in our support of diversity and inclusion. United, we are on a journey towards a sustainable future that creates value together.

Company Information

Komatsu develops and supplies technologies, equipment and services for the construction, mining, forklift, industrial and forestry markets. Headquartered in Tokyo, Japan, Komatsu employs more than 64,000 people worldwide, operating in more than 140 countries. For more than a century, the company has been creating value for its customers through manufacturing and technology innovation, partnering with others to empower a sustainable future where people, business and the planet thrive together. Since the company's founding in 1921, Komatsu has been committed to supporting individuals and communities through job training, skills development and giving back. As a Komatsu employee, you will be encouraged to grow alongside our global company, contributing to a more sustainable future for all. If you are looking for a company that values your talent and potential, join Komatsu to be a part of something big and help advance modern society. Learn more at www.komatsu.com.

EEO Statement

Komatsu is an Equal Opportunity Workplace and an Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.