Project Administrative Assistant

Legence • San Jose, CA

2d • $25 - $32 • 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. 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.

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.
• Candidates must have 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, Submittits, 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: Mid Level
• Education Level: No Education Listed