Temporary Invoice & Purchasing Coordinator

Legence; San Jose (CA); Hybrid; USD 41,000 - 50,000; Full time

Job summary

Legence is seeking a Temporary Invoice & Purchasing Coordinator in San Jose to support purchasing, AP, warehouse receiving, and project teams. You will review invoices, perform 3-way matching, validate receipts, and maintain documentation for accurate cost tracking.

This contract lasts approximately three to six months and may convert to full-time based on performance, business conditions, and needs. Hourly pay ranges from $30 to $36, reflecting location and experience.

Qualifications

• 2+ years of experience in Accounts Payable, Purchasing, Logistics, Receiving, Inventory Control, or Construction Administration.
• Strong Microsoft Excel, Outlook, and Word skills.
• Excellent attention to detail and accuracy; strong analytical and problem-solving abilities.

Responsibilities

• Review vendor invoices for accuracy and completeness.
• Perform 3-way matching between purchase orders, invoices, and packing slips.
• Verify quantities received against vendor invoices and receiving documentation.
• Collaborate with Purchasing, Accounts Payable, Tool Room, and Receiving to resolve discrepancies.
• Research and resolve pricing differences, freight charges, tax issues, and quantity variances.
• Maintain electronic records of invoices, packing slips, PODs, and supporting documentation.
• Track open invoices and follow up on missing packing slips or receiving documentation.
• Confirm materials have been received before invoices are approved for payment.
• Assist with coding invoices to the correct project, job number, cost code, or department.
• Reconcile vendor statements and identify issues for resolution.
• Audit invoice packages for compliance with procedures and documentation.
• Support project teams with material tracking and procurement documentation.
• Prepare reports and spreadsheets for management review.
• Coordinate with vendors regarding invoice corrections, credits, missing documentation, and payment status.
• Support month-end invoice reconciliation activities.

Skills

Attention to detail

Analytical skills

Organizational skills

Communication skills

Tools

Excel

Outlook

Word

Spectrum

Viewpoint

SAP

Oracle

JD Edwards

Job description

Temporary Invoice & Purchasing 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 Support Purchasing, Accounts Payable, Warehouse Receiving, and Project Teams by reviewing invoices, matching packing slips to purchase orders, validating receipts, resolving discrepancies, maintaining documentation, and ensuring accurate records for accounting and project cost tracking.

Position Duration & Employment Status:
This role is expected to last approximately three (3) to 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.

Key Responsibilities

• Review vendor invoices for accuracy and completeness.
• Perform 3-way matching between purchase orders, invoices, and packing slips.
• Verify quantities received against vendor invoices and receiving documentation.
• Work closely with Purchasing, Accounts Payable, Tool Room, and Receiving teams to resolve invoice discrepancies.
• Research and resolve pricing differences, freight charges, tax issues, and quantity variances.
• Maintain electronic records of invoices, packing slips, proof of deliveries (PODs), and supporting documentation.
• Track open invoices and follow up on missing packing slips or receiving documentation.
• Confirm materials have been received before invoices are approved for payment.
• Assist with coding invoices to the correct project, job number, cost code, or department.
• Reconcile vendor statements and identify outstanding issues requiring resolution.
• Audit invoice packages to ensure compliance with company procedures and documentation requirements.
• Support project teams with material tracking and procurement documentation.
• Prepare reports and spreadsheets for management review.
• Coordinate with vendors regarding invoice corrections, credits, missing documentation, and payment status.
• Support month-end invoice reconciliation activities.

Required Qualifications

• 2+ years of experience in Accounts Payable, Purchasing, Logistics, Receiving, Inventory Control, or Construction Administration.
• Strong Microsoft Excel, Outlook, and Word skills.
• Experience working with purchase orders, invoices, packing slips, and receiving documentation.
• Excellent attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Ability to manage a high volume of invoices and documentation.
• Strong organizational and communication skills.

Preferred Experience

• Construction, mechanical contracting, manufacturing, fabrication, or industrial environments.
• ERP systems such as Spectrum, Viewpoint, SAP, Oracle, JD Edwards, or similar.
• Accounts Payable support.
• Purchasing and procurement support.
• Inventory or warehouse receiving processes.

Key Skills

• Invoice reconciliation
• Purchase order management
• Receiving documentation review
• Data analysis
• Spreadsheet management
• Problem resolution

Hourly Pay: $30-$36.
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.

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