Plumbing Service Administrative Assistant

Legence; San Jose, Northern (CA, KY); Hybrid; USD 34,000 - 45,000; Full time

Benefits offered by this job

401(k) plan with company match

Health & welfare benefits

Life Insurance

Vision and Dental

Time off

Expense reimbursements

Job summary

Therma, a Legence company, is seeking a Plumbing Service Administrative Assistant to support field operations, scheduling, billing, and document management. The role requires coordinating with foremen, handling daily reports, and assisting with backflow tester certification tracking.

You will work on-site and may lift equipment, with early site hours and occasional after-hours work. The position offers a comprehensive benefits package and room to grow within the service team.

Qualifications

• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook- Calendar)
• Knowledge of HubSpot, ONE drive, and SYNCTA a plus.
• High attention to detail
• Ability to work independently
• Flexibility and ability to prioritize
• Strong analytical skills and demonstrated ability to manage multiple tasks
• Ability to organize computer files and update documents
• Construction background is preferred
• 1-2 years of experience in an administrative role required
• Job position is assisting field project managers and staff on site
• Job site hours usually begin at 6 or 7am
• Construction site clothing is required
• Backflow tester certified or willing to obtain within 6 months of hire date
• Must be able to lift 35lbs.
• Must be willing to work off hours, overtime, and/or weekends as needed

Responsibilities

• Word processing, excel spreadsheets, editing, and formatting
• Working with foreman and field staff to complete daily reports and file documents, daily.
• Assist with monthly billing utilizing Therma sites and Excel
• Storage of job files and documents onto cloud sites- sharing and updating as months pass
• Establish, update, and maintain files, records, and other documents as required
• Organize administrative tasks and procedures- keeping track of tasks completed and communicating- sharing any updates
• Assist with administrative problem solving, development and execution of stated goals and objectives
• This position will require office and field work assistance as needed.
• Frequent phone interaction with customers during contract renewal
• Maintain and track preventative maintenance contract customer database
• Maintain and track backflow testers certifications and test kits with all water purveyors.
• Process all paperwork produced by the backflow technicians.

Skills

Communication skills

Microsoft Office

HubSpot

OneDrive

Syncta

Detail oriented

Independent worker

Construction background

On-site experience

Backflow tester certification

Tools

HubSpot

OneDrive

Syncta

Job description

Plumbing Service 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.

Therma’s Service team is in immediate need of a Plumbing Service Administrative Assistant! Have experience working in the Plumbing Service or Construction industry? Do you thrive in a collaborative and fast-paced environment? If so, come join our team!

Why Therma?

• Our Culture – Our culture is open, innovative, collaborative, and fun – all reflected in recognition of Therma as being listed in the Best Place to Work list on multiple occasions.
• Paying it Forward –We contribute thousands of hours of volunteer service in our communities each year, and our company acts as a conduit to help people get connected to the services opportunities that mean the most to them.
• Teaching and Learning – We create a culture of teaching and learning through cross-mentoring that spans generations, disciplines, interests and talents. We strive to give each person exposure to the widest array of experiences possible to help them grow further and faster than they could anywhere else.
• Mixing Business with Pleasure – We care passionately about our clients and each other, and we do our best to spark a spirit of excitement and discovery in everyone around us.
• Our Benefits – We offer a competitive benefits package, including 401k, Life Insurance, Medical, Vision, and Dental
• Word processing, excel spreadsheets, editing, and formatting
• Working with foreman and field staff to complete daily reports and file documents, daily.
• Assist with monthly billing utilizing Therma sites and Excel
• Storage of job files and documents onto cloud sites- sharing and updating as months pass
• Establish, update, and maintain files, records, and other documents as required
• Organize administrative tasks and procedures- keeping track of tasks completed and communicating- sharing any updates
• Assist with administrative problem solving, development and execution of stated goals and objectives
• This position will require office and field work assistance as needed.
• Frequent phone interaction with customers during contract renewal
• Maintain and track preventative maintenance contract customer database
• Maintain and track backflow testers certifications and test kits with all water purveyors.
• Process all paperwork produced by the backflow technicians.

Qualification Requirements

• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook- Calendar)
• Knowledge of HubSpot, ONE drive, and SYNCTA a plus.
• High attention to detail
• Ability to work independently
• Flexibility and ability to prioritize
• Strong analytical skills and demonstrated ability to manage multiple tasks
• Ability to organize computer files and update documents
• Construction background is preferred
• 1-2 years of experience in an administrative role required
• Job position is assisting field project managers and staff on site
• Job site hours usually begin at 6 or 7am
• Construction site clothing is required
• Backflow tester certified or willing to obtain within 6 months of hire date
• Must be able to lift 35lbs.
• Must be willing to work off hours, overtime, and/or weekends as needed

Hourly Compensation: $25-$33.
Notes: Actual compensation will be based on skills, experience, and work location, and may vary from the posted range. This posting reflects compensation at the time of posting and may be updated.

#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.
Health & Welfare Benefits: Employer provided medical, dental, vision, prescription drug, Employee Assistance Program and accident & illness coverage.
Life and Disability Insurance: Employer provided basic life insurance and AD&D valued at 50K coverage amount with the option for voluntary buy up for additional coverage.
Time Off: Flexible non-accrual vacation (separate from CA sick leave); company holidays per policy.
Expenses: Business travel and related expenses reimbursed per company policy.

Reasonable Accommodations

If you need assistance or accommodations during the application or interview process, please contact us at [e-mail] 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