Administrative Assistant

Career Opportunities:
Administrative Assistant (36229)

Join Komatsu and Be Part of Something Big!

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.

• 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

• 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

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

• 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

• 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.

• Five to seven or more years of experience as an administrative assistant or office administrator (ideally with a legal department or law firm), or a comparable position
• Excellent time‑management and organizational skills for handling multiple tasks
• Expert knowledge of Microsoft Office Suite, software such as SAP/Ariba, and/or the 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

This role pays $61,400. The actual offer will consider a wide range of factors, including experience and location.

• 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

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.