Administrative Assistant

Komatsu

Chicago (IL)

On-site

USD 55,260 - 67,540

Full time

14 days+

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Benefits offered by this job

Health benefits

401k and employee savings programs

Employee time off

Employee learning and development programs

Job summary

Join Komatsu as an Administrative Assistant, providing comprehensive administrative support to the Legal Department. Responsibilities include managing legal documents, tracking processes, and financial administration. The candidate must excel in time management and organizational skills with at least five years of experience, ideally in a legal context.

This onsite role is crucial for supporting legal operations and HR expatriate activities. Komatsu offers competitive benefits including health, 401k, and employee assistance programs.

Qualifications

5-7 years of experience ideally in a legal department.
Excellent time-management and organizational skills.
Must be detail oriented and maintain confidentiality.

Responsibilities

Provide comprehensive administrative support to the Legal Department.
Track Service of Process matters through resolution.
Process legal invoices and support department budgeting.

Skills

Time management

Organizational skills

Expert knowledge of Microsoft Office Suite

Proactive self-starter

Attention to detail

Education

Five to seven years of experience in administrative roles

Tools

SAP

Ariba

Job description

Job Details

Posting Start Date: 6/19/26

Job Location (Short): Chicago, Illinois, USA, 60631

Requisition ID: 36229

Onsite or Remote: Onsite Position

Title

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.

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

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.