Administrative Assistant

Mvm Inc; Phoenix (AZ); On-site; USD 38,000 - 54,000; Full time

Job summary

MVM, Inc. is seeking an Administrative Assistant to support day-to-day office functions, manage calendars, process expenses, and assist field staff. The role requires delivering confidential, timely support in a fast-paced environment.

The successful candidate will handle calls, coordinate travel, maintain training requirements, and ensure smooth operations across departments while upholding MVM’s values and professional standards.

Qualifications

• Associate degree in an appropriate discipline or 2+ years of relevant experience.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Strong communication and interpersonal skills to interact across departments.
• Ability to prioritize, meet deadlines, and handle multiple tasks in a team.
• Familiarity with timekeeping, expense review, and data entry processes is a plus.

Responsibilities

• Answer calls and route inquiries in a courteous, professional manner.
• Review and verify employee timesheets and ensure timely submission.
• Process expense reports and hotel folios for accuracy.
• Code receipts and reconcile monthly credit card statements.
• Maintain training and certification requirements and monitor credentials.
• Assist program managers and field staff as needed.
• Support office operations and logistics with accuracy and discretion.

Skills

MS Office literacy

Strong communication

Prioritization and multitasking

Customer service orientation

Education

Associate degree in appropriate discipline

Tools

MS Word

Excel

PowerPoint

Outlook

Saturn

Mercury

Job description

Title: Administrative Assistant

Schedule

This position is mission critical and essential to the ongoing operations and requires a flexible schedule to support a 24/7/365-day operation.

About MVM, Inc.

Service, Support, Success are the pillars upon which MVM’s founders built the company, and they continue to serve as MVM’s core values. Along with our uncompromising insistence on integrity and ethical business practices, these values make us the service provider of choice for our customers and the employer of choice for our dedicated team members.

Working at MVM, Inc. takes a certain kind of person; we want someone who identifies with our values and is willing to challenge themselves both personally and professionally. We seek employees who are passionate about serving and making a difference in the lives of others.

If you can envision joining a team where you will have the opportunity to provide mission driven results; then we are looking for you!

Job Summary

The Administrative Assistant is responsible for the day‑to‑day administrative functions such as answering and screening calls, calendar management, travel arrangements, ordering office supplies and other general administrative duties. The role provides administrative assistance to managers, field and support staff and visitors as well as manage day‑to‑day office responsibilities to ensure efficient operation of the office. This position is responsible for confidential and time sensitive material.

Essential Functions And Responsibilities

• Answer calls, address questions and/or concerns, and provide knowledgeable responses to general telephone inquiries in a courteous and professional manner.
• Assist in the review and verification of employee timesheets to ensure hours are accurately entered into the timekeeping system and submitted by the deadline; follow-up with employees if timesheets are not submitted or if corrections are needed.
• Review and submit expense reports for Field Specialists.
• Collect, review, and submit hotel folios to appropriate parties.
• Review and code expense receipts on a weekly basis.
• Reconcile and submit monthly credit card expense reports to appropriate stakeholders.
• Maintain current training and certification requirements in accordance with state and contract requirements.
• Monitor employee contract‑required credentials (i.e., training certificates, security reminders, etc.), communicate overdue requirements, and send monthly email reminders to staff.
• Review daily administrative reports for non‑compliant items and coordinates with appropriate stakeholders for distribution and follow‑up.
• Receive, sort, and distribute mail and packages, as needed.
• Review and submit vendor invoices to the corporate office for payment, if needed.
• Set up appointments for government ID card issuance, if needed.
• Issue company employee ID cards and/or visitor badges as needed.
• Manage and order office supplies as requested, in coordination with the Logistics Department.
• Maintain professional and ethical standards as required by MVM's policies and procedures.
• Comply with company and contract policies and protocols.
• Support Field Specialists with duties performed during field visits.
• Assist Program Manager and Deputy Program Manager, as needed.
• Performs other duties as assigned.

Minimum Qualifications & Skills

• Possess an associate degree in an appropriate discipline from an accredited university (a high school diploma and two (2) or more years of relevant experience may be substituted for an associate degree).
• Have at least two (2) years of experience working with computers (a minimum of four years of experience is required when a high school diploma with two or more years of relevant experience is substituted for an associate degree).
• Demonstrate experience applicable to the goals and objectives of this program sufficient to communicate with other staff, and appropriate for a similar program environment.
• Must possess strong computer skills in MS Office, including Microsoft Word and Excel, PowerPoint, and Outlook.
• Must be willing to learn internal company systems (Saturn, Mercury, etc.).
• Requires effective communication and interpersonal skills to effectively interact with different departments within the company, employees and with clients.
• Ability to take technical direction and feedback from various sources.
• Committed to providing outstanding customer service and representation of MVM in a professional manner.
• Requires the ability to prioritize work, meet stringent deadlines, balance multiple tasks and work in a team environment.
• Strong attention to detail.
• Possess a valid and current driver’s license.
• Inventory or surveillance software experience preferred.
• Ability to work a flexible schedule, including nights, weekends, and graveyard shifts.
• Excellent analytical and problem-solving skills

Work Schedule

This position is mission critical and essential to the ongoing operations and requires a flexible schedule to support a 24/7/365-day operation.

Clearance

• Applicants selected will be subject to a government background investigation and may be required to meet the following conditions of employment.

Security Requirements

• Must be a U.S. Citizen
• Ability to obtain/maintain a Security Clearance
• Favorable credit Check.
• Successfully pass a background investigation, drug screen.
• May be required to pass or present specific requirements depending on the position (i.e., DOT exam, vaccinations, CPR, flu shot).

Physical Requirements/Working Conditions

• Standing/Walking/Mobility: Must have mobility to attend meetings with other managers and employees.
• Climbing/Stooping/Kneeling: 0% - 10% of the time.
• Lifting/Pulling/Pushing: 0% - 10% of the time, must be able to lift up to 40 lbs.
• Fine Motor Skills/Dexterity: Must be able to write, type and use a telephone system 100% of the time.
• Sitting: Sitting for prolonged and extended periods of time.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Management may revise duties as necessary without updating this job description.

Due to the high volume of applications received, the Talent Acquisition Department will contact you directly, should you be selected to advance in our recruitment process.

For more information about the company please visit our website at www.mvminc.com

MVM is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class.

MVM complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing this application, interviewing, completing any pre‑employment testing or otherwise participating in the employee selection process, please direct your inquiries to [e-mail].