QC Administrative Assistant

Therma LLC; San Jose (CA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

401(k) match

Health benefits

Life insurance

Paid time off

Expense reimbursements

Job summary

Therma, a Legence company, seeks a Quality Control Administrative Assistant in San Jose, CA, to support project teams with QC documentation, material tracking, and office coordination. Prior experience in construction/mechanical trades is valued. Hourly compensation ranges from $25 to $30 depending on experience.

The role focuses on administrative duties, including submittals, meetings, and documentation management, to ensure smooth QC operations across projects.

Qualifications

• Experience in the industrial or commercial construction industry preferred.
• Hands-on exposure to mechanical or construction environments is a strong plus.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Strong written and verbal communication skills.
• Highly organized and able to manage multiple tasks in a fast-paced environment.

Responsibilities

• Provide administrative support to the Quality Control Manager, QC Examiners, and project teams.
• Assist with receiving documentation and basic examinations of incoming materials.
• Support verification and documentation for mechanical assembly activities.
• Maintain strong, professional communication with Project Managers, Foremen, and QC team members.
• Assist in scheduling and tracking deliveries of materials from vendors.
• Support coordination of prefabricated materials delivered to customers.
• Perform pre‑construction and post‑construction administrative tasks.
• Assist with submittal organization and tracking.
• Update schedules, meeting notes, logs, and project records as directed.
• Prepare for and participate in project-related meetings.
• Support project reporting and documentation management.
• Assist with construction documentation, drawing distribution, and revision tracking.
• Track project issues and relay updates to the Quality Control Manager.
• Prepare and assemble closeout documents and internal QC records.
• Order materials as directed; track order status and maintain documentation.
• Verify and record materials received, noting discrepancies.
• Communicate with Foremen and PMs regarding delivery schedules, delays, or shortages.
• Prepare shipping documents for outgoing materials.
• Assist with preparing purchase orders and routing them for PM approval.

Skills

Microsoft Office

Written & verbal communication

Highly organized

Multi-tasking

Construction industry exposure

Tools

Outlook

Word

Excel

Job description

Therma, a Legence company

For over 50 years, Therma (https://www.therma.com/) 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.

San Jose, CA

Full Time, In-office

Therma is seeking a Quality Control Administrative Assistant to support our project teams. This role focuses on administrative support for quality control activities, including documentation management, material tracking, communication, and office coordination. Prior experience in the construction or mechanical trades industries is highly valued.

About the Role

Essential Duties and Responsibilities

The Quality Control Administrative Assistant provides general and specialized administrative support to ensure smooth quality control operations.

Key Responsibilities:

• Provide administrative support to the Quality Control Manager, QC Examiners, and project teams.

• Assist with receiving documentation and basic examinations of incoming materials.

• Support verification and documentation for mechanical assembly activities.

• Maintain strong, professional communication with Project Managers, Foremen, and QC team members.

• Assist in scheduling and tracking deliveries of materials from vendors.

• Support coordination of prefabricated materials delivered to customers.

• Perform pre‑construction and post‑construction administrative tasks.

• Assist with submittal organization and tracking.

• Update schedules, meeting notes, logs, and project records as directed.

• Prepare for and participate in project-related meetings.

• Support project reporting and documentation management.

• Assist with construction documentation, drawing distribution, and revision tracking.

• Track project issues and relay updates to the Quality Control Manager.

• Prepare and assemble closeout documents and internal QC records.

• Order materials as directed; track order status and maintain documentation.

• Verify and record materials received, noting discrepancies.

• Communicate with Foremen and PMs regarding delivery schedules, delays, or shortages.

• Prepare shipping documents for outgoing materials.

• Assist with preparing purchase orders and routing them for PM approval.

Qualifications

• Experience in the industrial or commercial construction industry preferred.

• Hands-on exposure to mechanical or construction environments is a strong plus.

• Proficient in Microsoft Office (Outlook, Word, Excel).

• Strong written and verbal communication skills.

• Highly organized and able to manage multiple tasks in a fast-paced environment.

Competencies

Organized

• Demonstrates urgency, prioritization, and attention to detail.

• Follows standard procedures while supporting ongoing process improvements.

Problem-Solving

• Asks questions to clarify information; identifies issues and supports resolution.

• Distinguishes facts from assumptions and maintains accuracy.

Agile

• Works independently and collaboratively.

• Adapts to changing needs in a multi-site, fast-moving environment.

• Willing to learn, grow, and adjust communication style to various audiences.

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

About Legence

Legence (https://www.wearelegence.com/) (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

Job Details

Pay Type Hourly

Education Level Equivalent Experience

Hiring Min Rate 25 USD

Hiring Max Rate 30 USD