Service Administrator

Therma; San Jose (CA); On-site; USD 72,000 - 83,000; Full time

Benefits offered by this job

401(k) match

Health benefits

Life insurance

Time off

Travel expenses reimbursed

Job summary

Therma, a Legence Company, seeks a detail-oriented Service Administrator for our San Jose, CA office. This in‑office role reviews and prepares completed jobs for invoicing, ensuring labor, material, and equipment charges are accurate before release to Billing.

You will work closely with technicians and the Billing Department in a fast-paced environment. The ideal candidate has strong analytical skills, excellent communication, and experience with billing or job costing software.

Qualifications

• Strong attention to detail and accuracy
• Good interpersonal abilities for working in a team environment
• Excellent written and oral communication skills
• Ability to prioritize and take direction
• Strong analytical and problem-solving skills
• Ability to self-motivate and work productively without supervision
• Working knowledge of Microsoft Word, Excel, and PowerPoint
• Experience with billing or job costing software a plus
• Proactive approach/self-starter/takes initiative
• Positive attitude/team player

Responsibilities

• Review and prepare completed jobs for invoicing
• Ensure labor, material, and equipment charges are accurate and properly documented before jobs are released to the Billing Department
• Work closely with technicians, project teams, and the Billing Department in a fast-paced environment
• Run reports to identify which jobs are ready to be priced
• Update labor rate and type based on job site, department, date/time, and PM contract status
• Update material mark-up based on customer agreements
• Enter equipment charges on jobs
• Verify correct customer invoicing
• Request purchase orders from customers
• Update delivery addresses and locations in the system
• Ensure contracts are entered into the system accurately
• Verify purchase orders amounts
• Respond to customer billing requests in a timely manner
• Understand billing requirements of each customer
• Collaborate with technicians and Billing Department to ensure smooth invoicing process

Skills

Attention to detail

Teamwork

Communication

Analytical thinking

Self-motivation

Microsoft Word

Microsoft Excel

PowerPoint

Billing software

Education

High school diploma

Associate's or Bachelor's degree in Business/Accounting/Finance

Tools

Billing software

Job costing software

Job description

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, 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.

Service Administrator

Location: San Jose, California (In office position, remote option unavailable)

Therma is seeking a detail‑oriented and organized Service Administrator to join our team in San Jose, California. This role is responsible for reviewing and preparing completed jobs for invoicing, ensuring labor, material, and equipment charges are accurate and properly documented before jobs are released to the Billing Department. The ideal candidate has strong analytical skills, excellent attention to detail, and thrives working closely with technicians, project teams, and the Billing Department in a fast‑paced environment.

Essential Duties

• Run reports to identify which jobs are ready to be priced.
• Update the correct labor rate and type based on the job site, the Department the technician works in, date and time the work was performed, and based on if the customer has a PM contract with us.
• Update the correct material mark‑up based on the customer agreements.
• Enter equipment charges on jobs.
• Verify if we are invoicing the correct customer.
• Request purchase orders from customers.
• Update the delivery address on each job.
• Update the system with new locations as needed.
• Ensure the technician provides a write‑up on each job.
• Verify the labor and materials were charged to the correct job.
• Verify all costs have been charged to time and material jobs before releasing to the Billing Department.
• Ensure the contracts were entered into the system accurately before releasing jobs to the Billing Dept.
• Verify that purchase orders are received for the correct amounts.
• Respond to customer billing requests in a timely manner.
• Understand the billing requirements of each customer.
• Work closely with the technicians and the Billing Department to ensure the invoicing process runs smoothly.

Educational Background Requirements And Eligibility

High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Accounting, Finance, or a related field preferred. Prior experience in billing, accounts receivable, project administration, or a related administrative role is preferred, ideally within the construction or mechanical services industry.

Required Competencies And Qualifications

• Strong attention to detail and accuracy
• Good interpersonal abilities for working in a team environment
• Excellent written and oral communication skills
• Ability to prioritize and take direction
• Strong analytical and problem‑solving skills
• Ability to self‑motivate and work productively without supervision
• Working knowledge of Microsoft Word, Excel, and PowerPoint
• Experience with billing or job costing software a plus
• Proactive approach/self‑starter/takes initiative
• Positive attitude/team player

Hourly pay: $72k-$83k, depending on experience

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 on 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