Service Renewals Coordinator

Therma, a Legence company

For over 50 years, Therma has continued to redefine the mechanical construction landscapes in California. Renowned for outstanding client service and attention to detail, we balance innovative, facility-specific solutions with a pragmatic, cost-conscious approach. Today, the firm employs more than 1,100 people in 3 regional offices, and its clients represent a diverse range of market sectors, including Biopharmaceutical, Education, Healthcare, Food & Beverage, Commercial, Industrial and Data Center facilities. Our culture is open, innovative, collaborative, and fun – all reflected in recognition of Therma as a #1 Best Place to Work on multiple occasions. We create an environment that empowers & challenges employees, giving them the greatest opportunity to succeed.

Location: San Jose, CA (Full-time onsite)

Position Summary
The Service – Renewals Coordinator drives customer retention, contract growth, and operational efficiency within the HVAC Service Department. This role manages contract renewals, supports upselling opportunities, and collaborates with account managers to optimize financial performance. The position also provides administrative support, including scheduling, dispatching, maintaining contract accuracy, resolving billing issues, and tracking service activities. By combining renewal management with service coordination, the Service Renewals Coordinator ensures seamless operations and strong client relationships.

Key Responsibilities

• Manage the contract renewal process to ensure timely execution, client retention, and revenue growth.
• Monitor renewal pipelines to minimize revenue loss and maximize client retention.
• Partner with account managers on proposals, pricing, upsell opportunities, and expansion during renewals.
• Engage directly with clients to confirm terms, resolve issues, and strengthen relationships.
• Review contract profitability and support P&L analysis.
• Coordinate accurate billing and invoicing, promptly resolving discrepancies.
• Maintain CRM/ERP systems, trackers, and client records to ensure data accuracy and streamline workflows.
• Generate reports and present retention and renewal metrics to leadership.
• Collaborate across service, billing, and operations teams to ensure seamless contract implementation and service delivery.
• Track service activities, prepare reports, and support account managers with managing multiple accounts and meeting deadlines.
• Recommend and implement process improvements to enhance efficiency and retention strategies.
• Support client communication, including updates, confirmations, and follow-ups.
• Assist with scheduling, dispatching, and logistics to ensure efficient service delivery.
• Demonstrate professionalism, reliability, and a client-first mindset in all interactions.

Job Requirements include:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Excellent written and verbal communication skills both internally and customer facing.
• Solid understanding of order processing and coordinating with cross-functional departments.
• Demonstrated ability to improve Customer Success for internal and external customers.
• Strong Interpersonal Skills and ability to excel in a team-oriented atmosphere.
• Demonstrated project management skill and the ability to handle multiple tasks/projects simultaneously.
• Prioritize and perform effectively under pressure.
• High attention to detail.
• Ability to work independently.
• Candidate with an HVAC service or construction background.
• 1-2 years of experience in an administrative role required.

Hourly Wage: $28-35, depending on experience

Unable to provide immigration 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