QA Administrative Assistant

San Jose, CAFull Time, In-office
Therma is seeking a Quality Assurance Administrative Assistant to support our project teams. This role focuses on administrative support for quality control activities, including documentation management, material tracking, communication, and office coordination. Prior experience in the construction or mechanical trades industries is highly valued.

About the Role
Essential Duties and Responsibilities
The Quality Assurance Administrative Assistant provides general and specialized administrative support to ensure smooth quality control operations.
Key Responsibilities:

Provide administrative support to the Quality Assurance Manager, QA Examiners, and project teams.
Assist with receiving documentation and basic examinations of incoming materials.
Support verification and documentation for mechanical assembly activities.
Maintain strong, professional communication with Project Managers, Foremen, and QA/QC team members.
Assist in scheduling and tracking deliveries of materials from vendors.
Support coordination of prefabricated materials delivered to customers.
Perform pre‑construction and post‑construction administrative tasks.
Assist with submittal organization and tracking.
Update schedules, meeting notes, logs, and project records as directed.
Prepare for and participate in project-related meetings.
Support project reporting and documentation management.
Assist with construction documentation, drawing distribution, and revision tracking.
Track project issues and relay updates to the Quality Assurance Manager.
Prepare and assemble closeout documents and internal QC records.
Order materials as directed; track order status and maintain documentation.
Verify and record materials received, noting discrepancies.
Communicate with Foremen and PMs regarding delivery schedules, delays, or shortages.
Prepare shipping documents for outgoing materials.
Assist with preparing purchase orders and routing them for PM approval.

Qualifications

Experience in the industrial or commercial construction industry preferred.
Hands-on exposure to mechanical or construction environments is a strong plus.
Proficient in Microsoft Office (Outlook, Word, Excel).
Strong written and verbal communication skills.
Highly organized and able to manage multiple tasks in a fast-paced environment.