Legal Operations Coordinator

Komatsu America Corp.; Chicago (IL); Hybrid; USD 55,000 - 68,000; Full time

Benefits offered by this job

401k and savings programs

Employee time off

Assistance programs

Disability benefits

Life insurance

Learning and development

Job summary

Komatsu America Corp. in Chicago is looking for a candidate to provide comprehensive administrative support to their Legal Department.

This includes managing legal responsibilities such as tracking asbestos claims and processing invoices, requiring exceptional organizational skills and attention to detail. The successful candidate must demonstrate the ability to handle competing priorities and confidentiality while working in a hybrid environment.

Qualifications

• Five years of experience with database management, invoice processing, and litigation support.
• Excellent time-management and organizational skills for high-volume workflows.
• Proficient with Microsoft Office 365, especially Excel.

Responsibilities

• Provide administrative support for Legal Department workflows.
• Track legal assignments and cases across platforms.
• Process a high volume of legal invoices and support budgeting.

Skills

Database management

Invoice processing

Litigation support

Microsoft Office 365

SAP/Ariba

Data tracking

Detail-oriented

Confidential information handling

Job description

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

Requisition ID: 36824

Onsite or Remote: Hybrid Position

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. The position plays a critical role in managing high-volume legal and administrative workflows, including asbestos complaint tracking, legal billing, records management, and data maintenance across multiple systems and spreadsheets. The successful candidate must demonstrate exceptional organizational skills, meticulous attention to detail, and the ability to handle confidential and sensitive information while effectively managing competing priorities.

Key Job Responsibilities

1. 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).
• Process a high-volume of asbestos claims from Complaint-to-Closure across multiple systems while ensuring data accuracy and completeness.
• Monitor Legal’s shared inboxes daily, prioritize requests, and ensure timely follow-up.
• Obtain signatures on Company documents (in-person or electronically), such as contracts, resolutions, and approval forms, and provide notary services as needed.

2. Accident & Claims Administration (approx. 15%)

• Intake and track accident reports and updates.
• Coordinate accident inspections and follow-up discovery activities.
• Prepare and tender Notices of Claim to insurers.
• Maintain complex claims data and reporting records across multiple tracking tools and databases while ensuring accuracy and completeness.

3. Financial Administration (approx. 25%)

• Process a high volume of legal invoices and supporting documentation, including intake, vendor set-up, validation, and facilitating payment, while ensuring accuracy and timely processing.
• Maintain complex billing data and invoice tracking records within multiple spreadsheets and financial systems.
• Support Department budgeting, forecasting, and accrual tracking.

4. 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.
• Monitor and manage shared departmental inboxes, prioritize communications, and coordinate timely responses and follow-up actions.

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

• Assist with onboarding ex-pats to KNA, including relocation and acclimation support.
• 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.
• Coordinate preparation of visa and immigration documentation.
• Support Chicago-based ex-pat-related events, including Management Committee visits.
• Help maintain ex-pat-related data, records, and invoice tracking documentation across multiple spreadsheets and systems, ensuring accuracy and confidentiality.

6. And other duties as assigned by the General Counsel.

Qualifications/Requirements

• Five years of experience with database management, invoice processing and litigation support.
• Excellent time-management and organizational skills, with the ability to handle multiple priorities, high-volume workflows, and competing deadlines.
• Experience tracking large volumes of data across multiple systems and spreadsheets.
• Proficiency in Microsoft Office 365 Suite, particularly Excel, familiarity with SAP/Ariba, and the ability to quickly learn new systems and databases.
• Experience with multiple inboxes, prioritizing requests, and ensuring timely follow-up and resolution.
• Experience processing invoices and supporting documentation, with a strong focus on accuracy, reconciliation, and financial recordkeeping.
• Demonstrated ability to handle high-volume administrative and litigation support activities.
• Proactive, self-starter who enjoys working independently with minimal supervision.
• Exceptional attention to detail
• Proven ability to handle confidential, sensitive, and privileged information with discretion.
• Familiarity with legal issues, documentation, terminology, processes, and case management.
• 90-day probationary period requires five (5) days per 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 $61,400.00. The actual offer will consider a wide range of factors, including experience and location.

Company Benefits

• 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 Affiliation 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.