Temporary Timekeeping Administrative Assistant

About Therma

Therma, a Legence Company, has been redefining the mechanical construction landscapes in California for over 50 years. Renowned for outstanding client service and attention to detail, Therma balances innovative, facility-specific solutions with pragmatic, cost‑conscious approaches. The firm employs more than 1,100 people in three regional offices and serves a diverse range of market sectors, including biopharmaceutical, education, healthcare, food & beverage, commercial, industrial, and data center facilities.

San Jose, CA - Full‑time onsite

We are 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 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.

• 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 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

• 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

• 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

$28‑$32 per hour (actual compensation will be based on skills, experience, and work location; may vary from the posted range).

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

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

Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.

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.

EEO is the Law.