Plumbing Service Administrative Assistant
About the role
Therma, a Legence Company, has over 50 years of experience redefining mechanical construction in California. Known for outstanding client service and attention to detail, Therma balances innovative, facility‑specific solutions with a pragmatic, cost‑conscious approach. The firm employs more than 1,100 people across three regional offices and serves diverse sectors including Biopharmaceutical, Education, Healthcare, Food & Beverage, Commercial, Industrial and Data Center facilities. Therma’s culture is open, innovative, collaborative, and fun – recognized as a #1 Best Place to Work on multiple occasions. The Service team in San Jose, CA (on‑site) is seeking a full‑time Plumbing Service Administrative Assistant.
Responsibilities
- Word processing, Excel spreadsheets, editing, and formatting
- Working with foreman and field staff to complete daily reports and file documents
- Assist with monthly billing utilizing Therma sites and Excel
- Storage of job files and documents onto cloud sites – sharing and updating as months pass
- Establish, update, and maintain files, records, and other documents as required
- Organize administrative tasks and procedures – keeping track of tasks completed and communicating updates
- Assist with administrative problem solving, development and execution of stated goals and objectives
- Provide office and field work assistance as needed
- Frequent phone interaction with customers during contract renewal
- Maintain and track preventative maintenance contract customer database
- Maintain and track backflow testers certifications and test kits with all water purveyors; process all paperwork produced by the backflow technicians
Requirements
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook – Calendar)
- Knowledge of HubSpot, OneDrive, and SYNCTA a plus
- High attention to detail
- Ability to work independently
- Flexibility and ability to prioritize
- Strong analytical skills and demonstrated ability to manage multiple tasks
- Ability to organize computer files and update documents
- Construction background preferred
- 1‑2 years of experience in an administrative role required
- Assist field project managers and staff on site
- Job site hours usually begin at 6 or 7 am
- Construction site clothing is required
- Backflow tester certified or willing to obtain within 6 months of hire date
- Must be able to lift 35 lbs
- Willing to work off hours, overtime, and/or weekends as needed
Benefits
- 401(k) Plan with Company Match: dollar‑for‑dollar match 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 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
- Additional perks: volunteer service opportunities, cross‑mentoring teaching and learning culture, mixing business with pleasure initiatives
Pay
Hourly compensation: $25‑$33. Actual compensation will be based on skills, experience, and work location, and may vary from the posted range.
Schedule
Job site hours typically start at 6 or 7 am. The role requires flexibility to work off hours, overtime, and/or weekends as needed.