Temporary Timekeeping Administrative Assistant

Legence•San Jose, CA

6d•$28 - $32•Onsite

About The Position

Therma, a Legence company, is seeking a Temporary Timekeeping Administrative Assistant with a passion for organization, project coordination, and driving operational excellence. This is a temporary, full-time, in-office position requiring 40 hours per week, Monday through Friday. This role provides administrative and operational support to the office while working closely with the Human Resources team to ensure timecard accuracy and compliance with California labor laws, including PAGA (Private Attorneys General Act), as well as applicable federal regulations. 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.

Requirements

1+ years of experience in an administrative, payroll, HR support, or related role
Strong attention to detail with the ability to identify discrepancies in large data sets
Proven ability to manage multiple tasks and meet deadlines in a fast-paced environment
Strong written and verbal communication skills, with confidence in following up with managers
High level of discretion and ability to handle confidential information
Proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint), with emphasis on Excel for tracking and auditing
Experience with timekeeping systems and software
Familiarity with California labor laws, including meal/rest break compliance and overtime rules

Nice To Haves

Bachelor’s degree in Business Administration, Human Resources, or related field
Experience supporting timekeeping or administrative functions in a construction environment and/or unionized workforce preferred

Responsibilities

Partner with HR to maintain timekeeping policies and audit procedures
Perform periodic audits of employee timecards to ensure compliance with California meal and rest break laws, overtime and wage/hour requirements, and PAGA-related compliance standards
Identify, track, and escalate discrepancies such as: Missed or late meal breaks, incomplete or inaccurate, or uniform time entries, and noncompliant practices
Collaborate and proactively reach out to managers to: Follow up on timecard corrections, reinforce compliance requirements, provide reminders, and guidance on timekeeping practices
Provide overall administrative support to the HR and Operations department
Support training efforts related to timekeeping compliance and best practices
Receive, sort, and distribute incoming mail
Maintain accurate and organized filing systems, including scanning, uploading, and filing
Perform additional administrative duties as required to support project success
Provide front office reception coverage by welcoming guests, answering phones, and directing inquiries as needed