Travel Administrator

Capstone Research Corporation; Huntsville (AL); On-site; USD 45,000 - 60,000; Full time

Job summary

Capstone Research Corporation in Huntsville, AL seeks a Travel Administrator to review and process travel expense requests, ensuring compliance with government regulations and contract terms. You will coordinate with program control and various departments to ensure proper authorization and funding, while maintaining accurate travel records.

The role requires strong communication, meticulous record-keeping, and the ability to handle confidential information.

Qualifications

• Excellent written and verbal communication skills required.
• Strong organizational skills with ability to manage multiple travel requests and deadlines.
• Proficiency in MS Office applications (Excel, Word, PowerPoint, Outlook).
• Ability to handle confidential information professionally and maintain accurate records.
• Active Security Clearance or eligibility to obtain Security Clearance is required.

Responsibilities

• Coordinate and manage business travel arrangements for employees supporting Government contracts, ensuring compliance with company policies, contract requirements, and applicable government travel regulations.
• Prepare, review, and process expense requests and itineraries.
• Monitor travel expenses and ensure costs are reasonable, properly documented, and allowable under applicable contract terms and travel policies.
• Review expense requests and receipts for accuracy, completeness, and compliance with FTR, FAR, and other requirements relevant to the contract.
• Maintain accurate travel records, supporting documentation, and audit-ready files for government contract reviews and audits.
• Coordinate with project managers, contracts personnel, accounting, and program teams to ensure travel is properly authorized, funded, and charged to the correct contract or project.
• Track travel budgets and notify program control when funding is low.
• Provide guidance to employees regarding travel policies, approval procedures, expense requests, and expense reports.
• Resolve travel-related issues including itinerary changes and expense discrepancies.
• Maintain confidentiality and safeguard sensitive company and government-related information.
• Perform additional administrative and travel coordination duties as needed.

Skills

Communication skills

Organizational skills

MS Office

Confidential information

Security clearance

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

Travel Administrator

Capstone Research Corporation is seeking to expand our team. We provide high level engineering to the Department of War with Integrated Air and Missile Defense Systems Engineering expertise to solve the tough interoperability problems facing Warfighters today. We pride ourselves on providing high level engineering in a customer-oriented, ethical approach. Capstone offers 100% Company Provided Medical and Dental Insurance as part of our top-notch benefits package. Compensation for this position will be determined, but not limited to, factors such as responsibilities of the job, education, experience, knowledge, skills, abilities, alignment with market data, and internal equity.

We are seeking a Travel Administrator in our Huntsville, AL. office. The Travel Administrator will review expense requests for all Capstone employees and subcontractors ensuring company requirements, government requirements and Joint Travel Regulations Standards are followed and complied. The Travel Administrator will ensure all requests are appropriately accounted for in the company and applicable customer databases, including follow up for proper review and approvals. The position will coordinate with program control to ensure contract requirements are met. The position will also be responsible for collecting contract deliverables related to travel from employees and subcontractors and ensuring the accuracy of these deliverables prior to submission.

Key Responsibilities

• Coordinate and manage business travel arrangements for employees supporting Government contracts, ensuring compliance with company policies, contract requirements, and applicable government travel regulations.
• Prepare, review, and process expense requests and itineraries.
• Monitor travel expenses and ensure costs are reasonable, properly documented, and allowable under applicable contract terms and travel policies.
• Review expense requests and receipts for accuracy, completeness, and compliance with Federal Travel Regulations (FTR), Federal Acquisition Regulation (FAR), and other applicable requirements, as relevant to the contract.
• Maintain accurate travel records, supporting documentation, and audit-ready files for government contract reviews and financial audits.
• Coordinate with project managers, contracts personnel, accounting, and program teams to ensure travel is properly authorized, funded, and charged to the appropriate contract, task order, or project.
• Track travel budgets and notify program control when funding gets low.
• Provide guidance to employees regarding travel policies, approval procedures, expense requests, and expense reports.
• Resolve travel-related issues, including itinerary changes, cancellations, and expense discrepancies.
• Maintain confidentiality and safeguard sensitive company, employee, and government-related information.
• Perform additional administrative and travel coordination duties as needed to support government contract operations.

Requirements

• Excellent written and verbal communication skills, with the ability to work effectively across project teams and administrative departments.
• Strong organizational skills and attention to detail, with the ability to manage multiple travel requests and deadlines simultaneously.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Ability to handle confidential information professionally and maintain accurate, well-organized records.
• Active Security Clearance or eligibility to obtain Security Clearance

Additional Desired Skills

• Bachelor's degree in Business, Accounting, or other related field.
• Experience supporting U.S. Government contracts and familiarity with government travel and expense requirements.
• Working knowledge of applicable Federal Travel Regulations (FTR), Federal Acquisition Regulation (FAR), and company travel policies.
• Experience reviewing travel authorizations, expense requests, expense reports, and receipts for accuracy and compliance.
• Familiarity with government travel systems, corporate travel platforms, and expense management software.
• Experience supporting Department of Defense (DoD) contracts.

Capstone Research Corporation is an Equal Employment Opportunity Company

All Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or status as a protected veteran.