Administrative Coordinator

2 days ago


San Antonio, Texas, United States MVM Full time

The Administrative Assistant position at MVM Inc. offers a unique opportunity to join a mission-driven organization that prioritizes service, support, and success. As an essential member of the team, you will provide administrative assistance to managers, field staff, and visitors, ensuring the efficient operation of the office. With a flexible schedule to support 24/7/365-day operations, this role requires a person who is passionate about serving others and committed to upholding the company's core values.

Job Summary

The Administrative Assistant will be responsible for various day-to-day administrative tasks, including calendar management, travel arrangements, ordering office supplies, and general administrative duties. This role involves providing administrative support to multiple stakeholders, managing confidential and time-sensitive material, and maintaining a professional and ethical standard in accordance with the company's program.

Essential Functions and Responsibilities:
  • Answering calls, addressing questions, and providing knowledgeable responses to general telephone inquiries.
  • Greeting and directing visitors and employees.
  • Reviewing and submitting expense reports for Transportation Specialists.
  • Collecting, reviewing, and submitting hotel folios to appropriate parties.
  • Reviewing and coding expense receipts on a weekly basis.
  • Reconciling and submitting monthly credit card expense reports.
  • Maintaining current training and certification requirements.
  • Monitoring employee contract-required credentials.
  • Reviewing company vehicle toll road invoices and submitting payments.
  • Assisting in reviewing staff timesheets.
  • Receiving, sorting, and distributing mail and packages.
  • Preparing monthly surveillance reports.
  • Reviewing and submitting vendor invoices.
  • Reviewing employee status reports and updating staff availability.
  • Setting up appointments for government ID card issuance.
  • Issuing company employee ID cards and/or visitor badges.
  • Managing and ordering office supplies.
Requirements and Qualifications

To succeed as an Administrative Assistant, you must possess:

  • An associate degree in an appropriate discipline from an accredited university or relevant experience.
  • A minimum of two years of experience working with computers, proficiency in MS Office (Word, Excel, PowerPoint, Outlook), and ability to learn internal company systems.
  • Effective communication and interpersonal skills to interact with various departments and clients.
  • The ability to prioritize work, meet deadlines, and balance multiple tasks.
  • Strong attention to detail and commitment to providing outstanding customer service.
  • A valid driver's license and ability to work a flexible schedule, including nights, weekends, and graveyard shifts.


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