Document Coordinator, Test, Adjust & Balance (TAB)

Legence • San Jose, CA

6d • $35 - $40 • Onsite

About The Position

The Document Coordinator supports the Test, Adjust, and Balance (TAB) team by processing field reports into final, client-ready documentation. This role is also responsible for developing and maintaining customized forms, technical documents and submittals using Microsoft Office (Excel, Word, Access) and Visual Basic for Applications (VBA). Secondary responsibilities include providing project administrative support to ensure accurate tracking, coordination, and on time delivery of TAB reports and other project deliverables.

Requirements

• Experience in document processing, technical reporting, or administrative support (preferably in construction or mechanical contracting).
• Advanced proficiency in Microsoft Office Suite, especially Excel and Word.
• Excellent attention to detail and data accuracy.
• Strong organizational and time management skills.

Nice To Haves

• Strong experience with Visual Basic for Applications (VBA) for form creation and automation and/or other programming languages.
• Engineering or Technical background.
• Familiarity with TAB processes, HVAC systems, or mechanical construction.
• Knowledge of industry standards such as NEBB, or TABB.
• Experience supporting project managers or working in a project-based environment.
• Exposure to document control systems or databases.

Responsibilities

• Review, process, and finalize TAB field reports into professional, accurate documentation packages.
• Ensure reports comply with project specifications, industry standards and company requirements.
• Format and standardize reports for consistency across projects and clients.
• Develop, maintain, and improve Excel- and Word-based templates for TAB reporting.
• Maintain SOP’s and Submittals.
• Create and enhance forms using VBA to make data entry, calculations, and report generation more efficient.
• Validate data accuracy, identify discrepancies, and coordinate with TAB technicians to resolve issues.
• Maintain organized document control, including revisions, file naming conventions, and archival systems.
• Continuously improve workflows to increase efficiency and reduce turnaround time.
• Assist the TAB team with administrative tasks such as scheduling, tracking report status, and deliverables.
• Maintain project/quote logs, including report issue tracking, and report progress.
• Support document distribution to customers.
• Coordinate with field teams to ensure timely submission of reports.
• Support compliance with contract requirements and internal procedures.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed