Part-Time Admin Assistant - TEMP

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. 6 month part-time position: 24 hours per week, Tuesday–Thursday onsite in Cypress, CA.
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.

• Fed Ex 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 (Fed Ex 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.

• 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.

• 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 accruing day 1!
• Observed Holidays: 10 company observed…