Temporary Project Administrative Assistant

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.

Position Duration & Employment Status:
This role is expected to last approximately six (6) months and is classified as a temporary position. While there is a possibility of conversion to a regular, full-time role based on individual performance, business conditions, and organizational needs, there is no guarantee of continued employment beyond the initial assignment.

Location: San Jose, CA, Full-time onsite.

We are seeking a Temporary Project Administrative Assistant with a passion for organization, project coordination, and driving operational excellence. This role is a great opportunity for a detail-oriented professional who thrives in a fast-paced construction environment and enjoys working alongside a dynamic team.

Key Responsibilities:

Provide direct support to Project Managers and the project team, ensuring smooth operations and project success.
Manage RFIs, Change Orders, Submittals, O&Ms, and drawings, maintaining precise documentation.
Collaborate with internal and external stakeholders, ensuring seamless communication and coordination.
Assist with project scheduling, tracking deadlines, and ensuring timely completion of deliverables.
Maintain meticulous records, correspondence, and project documentation to support job site operations.
Handle multiple tasks simultaneously and work effectively under time constraints in a fast-paced environment.
Demonstrate exceptional attention to detail and problem-solving skills.
Perform additional administrative duties as required to support project success.

Qualifications & Skills Required:

1+ years of experience in construction project administration, specializing in:
RFIs, Change Orders, Submittals, O&Ms, and construction documentation.
Proficiency in key software tools, including:
Excel, Bluebeam, and Microsoft Office, Procore.
Strong organizational and communication skills, with the ability to multi-task effectively.
Excellent interpersonal skills to collaborate with internal teams, clients, and subcontractors.
Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills.

Compensation: $25-$28 hourly, depending on experience

#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
401(k) Plan with Company Match: Currently match contributions dollar-for-dollar up to 4% of eligible pay; immediate vesting.

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.

Employment Eligibility
Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.

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