Project Administrative Assistant

Legence • San Jose, CA

19h • Onsite

About The Position

Therma, a Legence company, is seeking a Project Administrative Assistant with a passion for organization, project coordination, and driving operational excellence. This role is a great opportunity for a detail-oriented professional who thrives in a fast-paced construction environment and enjoys working alongside a dynamic team. The company has over 50 years of experience in mechanical construction and is known for outstanding client service and attention to detail. Therma employs over 1,100 people across 3 regional offices and serves diverse market sectors including Biopharmaceutical, Education, Healthcare, Food & Beverage, Commercial, Industrial, and Data Center facilities. Their culture is described as open, innovative, collaborative, and fun, leading to recognition as a #1 Best Place to Work multiple times. They aim to create an environment that empowers and challenges employees for success.

Requirements

• 1+ years of experience in construction project administration, specializing in: RFIs, Change Orders, Submittals, O&Ms, and construction documentation.
• Proficiency in key software tools, including: Excel, BlueBeam, and Microsoft Office, Procore.
• Strong organizational and communication skills, with the ability to multi-task effectively.
• Excellent interpersonal skills to collaborate with internal teams, clients, and subcontractors.
• Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills.
• Current work authorization in the U.S.; visa sponsorship is not available for this position.

Responsibilities

• Provide direct support to Project Managers and the project team, ensuring smooth operations and project success.
• Manage RFIs, Change Orders, Submittals, O&Ms, and drawings, maintaining precise documentation.
• Collaborate with internal and external stakeholders, ensuring seamless communication and coordination.
• Assist with project scheduling, tracking deadlines, and ensuring timely completion of deliverables.
• Maintain meticulous records, correspondence, and project documentation to support job site operations.
• Handle multiple tasks simultaneously and work effectively under time constraints in a fast-paced environment.
• Demonstrate exceptional attention to detail and problem-solving skills.
• Perform additional administrative duties as required to support project success.

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: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees