Admin Assistant - TEMP

Exemplis • Cypress, CA

1d • Hybrid

About The Position

The Administrative Assistant supports the Product Development teams by managing invoices, purchase requests, and general administrative coordination. This role ensures smooth day-to-day operational flow, accurate financial documentation, and timely processing of approvals and vendor communications.

Requirements

• Minimum of 2 years’ administrative, operations or accounting support experience (preferably in a manufacturing or engineering environment).
• Strong attention to detail, excellent organizational and follow-up skills.
• Proficient in Microsoft Office Suite; experience with OnBase and Concur preferred.
• Familiarity with ERP systems is a plus.
• Excellent communication skills; ability to work cross-functionally.
• Self-starter who manages tasks independently, meets deadlines and thrives in a fast-paced environment.

Nice To Haves

• experience with OnBase and Concur preferred
• Familiarity with ERP systems is a plus

Responsibilities

• Review, process, and submit invoices through OnBase for approval by Tuesday noon each week.
• Verify invoices against purchase orders and ensure proper GL coding, description of charges, and approver information are provided.
• Coordinate with Accounts Payable (AP) and vendors to ensure timely posting and payment.
• Manage specific vendor invoicing schedules: FedEx invoices: due 15 days from email receipt; provide correct GL details to AP. Aktis and Technosoft invoices: due 1st week of each month; provide correct GL details to AP.
• Obtain quotes and GL coding information; forward to appropriate Buyer depending on request type (NPI New Product Introduction, Tooling Support, Non-Tooling/Prototyping).
• Submit and track purchase requests until the purchase order is issued.
• Manage recurring office supply, snack and beverage orders (via Amazon or Instacart).
• Coordinate team meals/events: confirm attendee list, quantities, delivery time, setup arrangements.
• Organize onsite restocking of supplies as needed.
• Process Departmental Expense Claims for Equipment, Component and Office Supply Purchases
• Assist with CEA request and completion forms through Nutrient.
• Coordinate shipping/logistics for inbound/outbound samples to vendors (FedEx label creation, pickup scheduling, tracking).
• Help resolve billing discrepancies (e.g., duplicate invoices, credits, mismatched charges).
• Redirect non-engineering expenses to appropriate departments, with justification.
• Proactively communicate with Finance, AP and Buyer teams on GL and payment-related questions.
• Maintain an organized documentation system for all purchase and invoice-related records.

Benefits

• Competitive Salary
• Hybrid Work Schedule
• Health Insurance: medical, dental, vision, etc.
• 401(k) match: 100% up to 3% and then 50% of the next 2% deferred.
• Time Off: paid time off starts accruing day 1!
• Observed Holidays: 10 company observed holidays
• Employee Discounts
• Hit our Numbers Lunch
• Tuition Scholarships: Partnership with UMASS Global for 10%-20% off tuition for you and/or your family.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed