QC Administrative Assistant

Therma, a Legence company
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.


San Jose, CA
Full Time, In-office
Therma is seeking a Quality Control Administrative Assistant to support our project teams. This role focuses on administrative support for quality control activities, including documentation management, material tracking, communication, and office coordination. Prior experience in the construction or mechanical trades industries is highly valued.

About the Role
Essential Duties and Responsibilities
The Quality Control Administrative Assistant provides general and specialized administrative support to ensure smooth quality control operations.
Key Responsibilities:
• Provide administrative support to the Quality Control Manager, QC Examiners, and project teams.
• Assist with receiving documentation and basic examinations of incoming materials.
• Support verification and documentation for mechanical assembly activities.
• Maintain strong, professional communication with Project Managers, Foremen, and QC team members.
• Assist in scheduling and tracking deliveries of materials from vendors.
• Support coordination of prefabricated materials delivered to customers.
• Perform pre construction and post construction administrative tasks.
• Assist with submittal organization and tracking.
• Update schedules, meeting notes, logs, and project records as directed.
• Prepare for and participate in project-related meetings.
• Support project reporting and documentation management.
• Assist with construction documentation, drawing distribution, and revision tracking.
• Track project issues and relay updates to the Quality Control Manager.
• Prepare and assemble closeout documents and internal QC records.
• Order materials as directed; track order status and maintain documentation.
• Verify and record materials received, noting discrepancies.
• Communicate with Foremen and PMs regarding delivery schedules, delays, or shortages.
• Prepare shipping documents for outgoing materials.
• Assist with preparing purchase orders and routing them for PM approval.

Qualifications
• Experience in the industrial or commercial construction industry preferred.
• Hands-on exposure to mechanical or construction environments is a strong plus.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Strong written and verbal communication skills.
• Highly organized and able to manage multiple tasks in a fast-paced environment.

Competencies
Organized
• Demonstrates urgency, prioritization, and attention to detail.
• Follows standard procedures while supporting ongoing process improvements.
Problem-Solving
• Asks questions to clarify information; identifies issues and supports resolution.
• Distinguishes facts from assumptions and maintains accuracy.
Agile
• Works independently and collaboratively.
• Adapts to changing needs in a multi-site, fast-moving environment.
• Willing to learn, grow, and adjust communication style to various audiences.

Hourly Compensation: $25-$28, depending on experience

#LI-JS1 #LI-Onsite


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 mechanical, electrical, and plumbing (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.
Health & Welfare Benefits: Employer provided medical, dental, vision, prescription drug, Empl