TAB Documentation Specialist - VBA & Excel Templates

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.

Job Title: Document Coordinator – Test, Adjust & Balance (TAB)

Location: San Jose CA

Position Summary

The Document Coordinator supports the Test, Adjust, and Balance (TAB) team by processing field reports into final, client-ready documentation. This role is also responsible for developing and maintaining customized forms, technical documents and submittals using Microsoft Office (Excel, Word, Access) and Visual Basic for Applications (VBA). Secondary responsibilities include providing project administrative support to ensure accurate tracking, coordination, and on time delivery of TAB reports and other project deliverables.

Key Responsibilities

Primary Responsibilities (TAB Documentation & Forms Development)

• Review, process, and finalize TAB field reports into professional, accurate documentation packages.
• Ensure reports comply with project specifications, industry standards and company requirements.
• Format and standardize reports for consistency across projects and clients.
• Develop, maintain, and improve Excel- and Word-based templates for TAB reporting.
• Maintain SOP’s and Submittals.
• Create and enhance forms using VBA to make data entry, calculations, and report generation more efficient.
• Validate data accuracy, identify discrepancies, and coordinate with TAB technicians to resolve issues.
• Maintain organized document control, including revisions, file naming conventions, and archival systems.
• Continuously improve workflows to increase efficiency and reduce turnaround time.

Secondary Responsibilities (Project Administrative Support)

• Assist the TAB team with administrative tasks such as scheduling, tracking report status, and deliverables.
• Maintain project/quote logs, including report issue tracking, and report progress.
• Support document distribution to customers.
• Coordinate with field teams to ensure timely submission of reports.
• Support compliance with contract requirements and internal procedures.

Qualifications

Required:

• Experience in document processing, technical reporting, or administrative support (preferably in construction or mechanical contracting).
• Advanced proficiency in Microsoft Office Suite, especially Excel and Word.
• Excellent attention to detail and data accuracy.
• Strong organizational and time management skills.

Preferred:

• Strong experience with Visual Basic for Applications (VBA) for form creation and automation and/or other programming languages.
• Engineering or Technical background.
• Familiarity with TAB processes, HVAC systems, or mechanical construction.
• Knowledge of industry standards such as NEBB, or TABB.
• Experience supporting project managers or working in a project-based environment.
• Exposure to document control systems or databases.
• Detail-oriented with strong quality control mindset
• Analytical and problem-solving skills
• Effective communication and coordination
• Ability to manage multiple projects and deadlines
• Continuous improvement and process optimization

Working Conditions

• Office-based environment with frequent coordination with field personnel.
• May require occasional extended hours to meet project deadlines.

Base salary: $35–$40 per year.
Notes:
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.

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