Receptionist & Administrative Assistant

San Jose Boiler Works, a Legence company

San Jose Boiler Works is a full spectrum boiler sales and service company that has proudly served the Northern California area since 1922. Over the years, we have established strong relationships with leading boiler equipment manufacturers so that we can offer you a wide selection of in-stock boilers, controls, burners, parts, pumps, and rentals. We also work closely with building contractors, to provide them with expertise and complete coverage on a variety of projects ranging in size and scope.

Our experienced boiler sales and service specialists are always available with the information you need to make informed decisions about your boiler operations, including design, development, purchasing, maintenance and repairs. To ensure maximum performance and efficiency, we provide customers with the most modern boiler products and technologies available, including a wide range of low NOx and ultra low NOx systems that ensure compliance with the latest emission standards.  

Location: San Jose, CA, Full-time onsite

Summary/Objective:  Responsibilities include a variety of administrative, accounting and clerical tasks.  This position requires enthusiasm, a positive attitude, and attention to detail as you are a reflection of the company.  Responsible for the upkeep of communications via phone, fax, and email.  Tasks are normally accomplished within well-defined procedures and time limits with occasional non-routine work involved.  Organization, initiative, and time management skills must be exercised in work related tasks. We are seeking a qualified, conscientious employee. 

Essential Functions/Job Responsibilities:

• Customer credit applications / new vendor set up.
• Proficient in the use of phone system, copiers, and other general office equipment.  
• Ability to work at computer for extended periods of time. 
• Must be able to use a multi-line phone system.
• Vendor transitions - notifying current vendors of new company / paperwork associated w. that.
• Customer transitions - notifying customers of new company / paperwork associated w. that.
• Maintain / Update customer information.
• ISN / Avetta Management - trainings, insurances, OSHA requirements
• 3rd party customer management
• Some Accounts Payable (AP)
• Some Accounts Receivable (AR)
• Reception 
• Snail Mail - sorting and delegating appropriately 
• Maintain and stock the reception area and all common areas in a clean and tidy manner (breakroom, bathroom, conference room, etc.)
• Errands - post office, pick-up drawings, lunch, etc.
• Provide additional support to all sales agents and CSR’s as needed.
• Organize administrative tasks and procedures.
• Assist with administrative problem solving, development and execution of stated goals and objectives.
• Availability to work on-call one week per month for after-hours service calls.
• Establish, update, and maintain files, records, and other documents as required.

Qualification Requirements:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent written and verbal communication skills.
• High attention to detail
• Ability to work independently
• Strong analytical skills and demonstrated ability to manage multiple tasks
• Ability to organize computer files and update documents
• 1-2 years of experience in an administrative role required
• Construction industry background is preferred

Competencies:

• ORGANIZED: Sense of urgency with ability to set priorities and build action plans to drive timely execution. Thorough, methodical and result-oriented with great attention to detail. Able to combine the predictability of standard operating procedures with the flexibility of continuous process improvement. 
• PROBLEM-SOLVING: Able to identify patterns beyond noise or incomplete information by demonstrating a willingness to engage by asking questions. Attention to detail, able to segregate beliefs and assumptions from facts. Demonstrate strong judgment to turn information into insights, practical solutions and decision-ready recommendations. 
• AGILE: Hands-on with ability to shift back and forth from self-reliance and personal accountability to cross-group collaboration while making others successful along the way. Capable of operating in a multi-site and matrixed environment. Adaptable and willing to adjust style to audience, learn and grow with the company.
• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services.  This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Hourly Range: $25-$30, depending on experience

Unable to provide sponsorship for this position. 
#LI-JS1 #LI-Onsite

About Legence
Legence (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq-100 Index among its clients.

Benefits Overview
Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave
Financial Benefits: 401(k) retirement savings plan

Reasonable Accommodations
If you need assistance or accommodations during the application or interview process, please contact us at ta@wearelegence.com or your dedicated recruiter with the job title and requisition number.

Third-Party Recruiting Disclaimer
Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.

Pay Disclosure & Considerations
Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job-related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations.  We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws. 

Equal Employment Opportunity Employer
Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.
EEO is the Law