Admin Assistant - TEMP

Exemplis•Cypress, CA

11d•$23 - $32•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.