Administrative Assistant

CMTA, a Legence Company CMTA is one of the fastest growing engineering firms in the U.S., with nationally recognized expertise in sustainable, high-performance building engineering. We are a collaborative, innovative, and energetic team that leverages a data-driven, holistic approach to consulting engineering, performance contracting, and zero energy projects. We focus on finding engineers whose skills and personalities drive them to excel, fostering a workplace that provides unparalleled growth and career opportunities. CMTA, a Legence Company CMTA is one of the fastest growing engineering firms in the U.S., with nationally recognized expertise in sustainable, high-performance building engineering. We are a collaborative, innovative, and energetic team that leverages a data-driven, holistic approach to consulting engineering, performance contracting, and zero energy projects. We focus on finding engineers whose skills and personalities drive them to excel, fostering a workplace that provides unparalleled growth and career opportunities. Job Summary CMTA, a Legence company, is hiring a detail-oriented Part-Time Administrative Assistant to join our team. The ideal candidate will provide administrative support, assist with office tasks, and help ensure smooth day-to-day operations. This position requires strong communication skills, time management, and the ability to multitask in a fast-paced environment. If you are a proactive and reliable individual looking for a part-time administrative role, we encourage you to apply! Key Responsibilities Answer and direct voicemails, emails, and other correspondence Schedule appointments, meetings, and maintain PTO, events, deadlines, and other calendars Organize and maintain files, records, and office and breakroom supplies Prepare reports, presentations, and other documents as needed Assist with data entry, invoicing, and expense tracking Assist with labor report backchecking and projections spreadsheet input Assist with document headers, footers, and other formatting Assist employees with parking permits and coordinate new, updated, or replacement permits Notarize CMTA documents as needed Prepare, notarize, and send lien waivers to the appropriate parties Work with Certificates of Insurance (COIs) to gather and manage required documentation Coordinate lunch/breakfasts for team meetings (internal/external) Greet and assist visitors in a professional manner Coordinate office logistics, including ordering supplies and managing inventory Support team members with administrative tasks and special projects Maintain confidentiality of sensitive information Perform other duties as assigned Qualifications & Skills High school diploma or equivalent; associate’s degree preferred Proven work experience Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace Strong organizational and time-management skills Excellent verbal and written communication abilities Attention to detail and problem-solving skills Ability to work independently and as part of a team Professional demeanor and customer service skills Job Details Schedule: Flexible, typically 15-25 hours per week Hourly Range: $20.00 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; company holidays per policy. (For California employees, this is separate from California paid sick leave, if applicable.) 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 View email address on click.appcast.io 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 #J-18808-Ljbffr