Admin Assistant - TEMP

Company: Exemplis

Department: Product Engineering

Location:
Cypress, CA, US, 90630

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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:
Invoice Management

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 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, 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).

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.

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:
We hope that you’re excited by the possibilities that come along with working at Exemplis! With us, TEAM comes first. We bring integrity, passion, and excellence to work each day. Being part of our team means living our core values and thriving in an environment of constant innovation and positive change.

In addition to our unique culture, we also offer these fun perks and benefits.

Competitive Salary: Our compensation philosophy is to be externally competitive, internally fair, and not win or lose on compensation. Salary ranges are developed with the support of national benchmarks and industry best practices that adjusts to your cost of labor, years of relevant experience, skill set, and education.

Hybrid Work Schedule: We believe in supporting a healthy work–life balance and offer a flexible hybrid schedule, with remote work on Mondays and Fridays and onsite collaboration on Tuesdays, Wednesdays, and Thursdays.

Health Insurance: We offer a variety of health insurance options (medical, dental, vision, etc.) for all of our team members. Eligible the first month following your start date.

401(k): We match 100% up to 3% and then 50% of the next 2% deferred.

Time Off: Taking time off to recharge is a must whether it is for your personal health or vacation; paid time off starts …