Admin Assistant - TEMP

Company: Exemplis Location: Cypress, CA, US, 90630 Work Designation: Hybrid Salary Range : $22.62 - $31.67 Position Summary 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. Responsibilities and Essential Functions 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. Purchase Requests Obtain quotes and GL coding information; forward to the 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. Procurement and Office Orders Manage recurring office supply, snack, and beverage orders (via Amazon or Instacart). Coordinate team meals/events: confirm attendee list, quantities, delivery time, and setup arrangements. Organize onsite restocking of supplies as needed. Process Departmental Expense Claims for Equipment, Component, and Office Supply Purchases. Administrative Support Assist with CEA request and completion forms through Nutrient. Coordinate shipping/logistics for inbound/outbound samples to vendors (FedEx label creation, pickup scheduling, tracking). 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. Qualifications, Skills and Education 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. Work Schedule Part‑Time: 24 hours per week, Tuesday–Thursday onsite. Perks and Benefits Competitive Salary : externally competitive ranges based on experience and qualifications. Hybrid Work Schedule : remote work on Monday and Friday; onsite collaboration on Tuesday, Wednesday, and Thursday. Health Insurance : medical, dental, vision, and other options, eligible from the first month following start date. 401(k) : company match 100% up to 3% and 50% of the next 2% deferred. Paid Time Off : accrues from day one. Company Holidays : 10 observed holidays throughout the year. Employee Discounts across all product lines. Celebration Lunches when monthly milestones are reached. Tuition Scholarships – partnership with UMASS Global for 10‑20% off tuition for employee and family. Equal Opportunity Employer – Exemplis is an Equal Opportunity Employer and our company adheres to the equal employment opportunity guidelines set forth by federal, state, and local laws. Nearest Major Market Nearest Major Market: Orange County Nearest Secondary Market Nearest Secondary Market: Los Angeles #J-18808-Ljbffr Exemplis