Temporary Timekeeping Administrative Assistant

About the role

Therma, a Legence Company, seeks a Temporary Timekeeping Administrative Assistant for our San Jose, CA office. This role supports the Human Resources team in maintaining timekeeping policies and ensuring compliance with California labor laws, including PAGA.

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 time entries, and non-compliant 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

Qualifications & Skills

• 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
• Prioritize 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

Qualifications Preferred

• 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

Notes

Hourly Compensation: $28-$32. Actual compensation will be based on skills, experience, and work location, and may vary from the posted range. This posting reflects compensation at the time of posting and may be updated.

About Legence

Legence (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other MEP systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq-100 Index among its clients.

Benefits Overview

401(k) Plan with Company Match: Currently match contributions dollar-for-dollar up to 4% of eligible pay; immediate vesting.

Reasonable Accommodations

If you need assistance or accommodations during the application or interview process, please contact us at ta@wearelegence.com or your dedicated recruiter with the job title and requisition number.

Third-Party Recruiting Disclaimer

Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.

Pay Disclosure & Considerations

Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job-related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations. We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws.

EEO is the Law

Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.