Legal Administrator

at  Komatsu

Date: Aug 22, 2024
Location:Chicago, IL, US, 60631
Req ID: 31155
Onsite or Remote: Onsite Position
Komatsu is an indispensable partner to the construction, mining, forestry, forklift, and industrial machinery markets, maximizing value for customers through innovative solutions. With a diverse line of products supported by our advanced IoT technologies, regional distribution channels, and a global service network, we tap into the power of data and technology to enhance safety and productivity while optimizing performance. Komatsu supports a myriad of markets, including housing, infrastructure, water, pipeline, minerals, automobile, aerospace, electronics and medical, through its many brands and subsidiaries, including TimberPro, Joy, P&H, Montabert, Modular Mining Systems, Hensley Industries, NTC, and Gigaphoton.

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:
  o Excellent time-management and organizational skills and comfortable prioritizing multiple projects from multiple individuals
  o Demonstrated ability to support of multiple professionals at the same time.
  o Expert knowledge in Microsoft Office Suite programs, billing software such as SAP/Ariba, and/or ability to learn other systems as required.
  o Proactive, self-starter who enjoys working independently with minimal supervision.
  o Must be detail oriented and possess high quality administrative legal skills and ability to maintain confidentiality.
  o Familiarity with legal issues and terminology, processes and documentation.
  o Must be willing to work onsite five (5) days a week.
  o Exposure to legal operations a plus

Invoices and Billing:
o Administer Legal Department invoice intake process and payment procedure; a large percentage of the duties of this role will relate to invoice management
Information Administration Function:
o Manage intake of legal assignments; track cases and legal projects
o Open, Manage and Close Paper and Electronic Files
o Administer Department Filing Procedures (electronic and paper)
o Transfer Files to and from On-Site and Off-Site Storage
o Generate, Edit and Transmit Law Department Reports
Other Administrative Duties
o Calendar Meetings and Schedule and assist with Conference and Teams Calls
o Maintain Attorney Calendars and coordinate schedules
o Coordinate and Schedule Travel Arrangements
o Draft General Correspondence and other Documents
o Generate, Edit and File Correspondence and Documents
o Facilitate Service of Process procedure
o Assist with audit letters (e.g., collection of information from outside counsel; collect information from internal department heads; preparation of quarterly and annual letter)
o Open and Distribute Department Mail Support documentation and maintenance of Legal Department annual budgets, forecasts, and accruals.
o Process Employee Reimbursement Reports for Business Expenses