Legal Operations Coordinator

Legal Operations CoordinatorJoin 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. 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 Responsibilities1. 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.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.Company BenefitsKomatsu 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.Diversity & Inclusion CommitmentAt 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.