Temporary Timekeeping Administrative Assistant

Temporary Timekeeping Administrative Assistant

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, 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. We create an environment that empowers & challenges employees, giving them the greatest opportunity to succeed.

Location: 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 provides administrative and operational support to the office while working closely with the Human Resources team to ensure timecard accuracy and compliance with California labor laws, including PAGA (Private Attorneys General Act), as well as applicable federal regulations.

Position Duration & Employment Status: 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.

Key Responsibilities

• 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, or uniform time entries, and noncompliant 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

Qualifications & Skills Required

• 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

Qualifications Preferred

• 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 preferred

Hourly Compensation: $28-$32

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.