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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, 100% onsite required
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.

Key Competencies

• 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 hour.
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.
#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, 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 the 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.
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.
Employment Eligibility
Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.
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.
Equal Employment Opportunity Employer
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