Temporary Invoice & Purchasing Coordinator

Therma LLC; San Jose (CA); On-site; USD 41,000 - 50,000; Full time

Job summary

Therma is seeking a temporary Accounts Payable / Purchasing Support in San Jose for approximately three to six months. You will review invoices, perform 3-way matching, and ensure accurate documentation while coordinating with Purchasing, AP, and Receiving teams to resolve discrepancies.

Ideal candidates have 2+ years in AP-related roles, strong Excel skills, and a proven ability to manage high-volume invoicing.

Qualifications

• 2+ years of experience in Accounts Payable, Purchasing, Logistics, or related fields.
• Proficient in Microsoft Excel, Outlook, and Word.
• Experience with PO, invoices, packing slips, and receiving docs.
• Strong 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.

Responsibilities

• Review vendor invoices for accuracy and completeness.
• Perform 3-way matching of POs, invoices, and packing slips.
• Verify quantities against invoices and receiving documentation.
• Collaborate with Purchasing, AP, Tool Room, and Receiving to resolve discrepancies.
• Research and resolve pricing, freight, tax, and quantity variances.
• Maintain electronic records of invoices, packing slips, PODs, and documentation.
• Track open invoices and follow up on missing docs.
• Confirm materials received before payment approval.
• Assist with coding invoices to project numbers or cost codes.
• Reconcile vendor statements and resolve outstanding issues.
• Audit invoice packages for compliance.
• Support project teams with material tracking and procurement docs.
• Prepare reports for management.
• Coordinate with vendors on corrections, credits, and payment status.
• Support month-end invoice reconciliation.

Skills

Invoice reconciliation

Purchase order management

Packing slip verification

Receiving documentation review

Vendor communication

Data analysis

Spreadsheet management

Record keeping

Problem resolution

Attention to detail

Tools

Spectrum

Viewpoint

SAP

Oracle

JD Edwards

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.

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

• Packing slip verification

• Receiving documentation review

• Vendor communication

• Data analysis

• Spreadsheet management

• Record keeping

• Problem resolution

• Attention to detail

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 (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.

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

Hiring Min Rate

30 USD

Hiring Max Rate

36 USD