Travel Coordinator

RPMGlobal; Alexandria (VA); Hybrid; USD 56,000 - 90,000; Full time

Job summary

IDA is seeking a Travel Coordinator to manage domestic and global business travel, coordinating with the Travel Office and booking air, land, and hotel arrangements through Concur. The role handles expenses, itineraries, and compliance with travel policies.

The position is a 2-year term appointment with possible extension, requiring US citizenship and ability to obtain security clearances. Strong MS Office skills and extensive travel coordination experience are essential.

Qualifications

• High school diploma or equivalent.
• Five or more years administrative experience including travel coordination and some accounting experience.
• Knowledge of FAR, CAS, DFARS and other government regulations.
• Concur experience is required.
• Proficient in Microsoft Office Suite.
• Strong interpersonal and written communication skills with all levels of staff and external consultants.
• US citizenship is required.
• Ability to obtain and maintain security clearances.

Responsibilities

• Acts as the contact point between staff and IDA Travel Office as needed.
• Maintains a step-by-step guide from travel requests to expensing travel per policies.
• Searches cost-effective travel and hotel options using Concur or with IDA Travel Office.
• Informs staff on flight options and hotel bookings; books travel and hotel reservations in Concur.
• Schedules detailed travel itineraries and verifies tickets and reservations for accuracy.
• Verifies travel documents for accuracy and billing; resolves discrepancies with agencies or finance.
• Ensures travel is charged to correct charge codes and complies with policies.
• Keeps a filing system for travel and conference information; performs related duties.
• Performs other duties as assigned.

Skills

Administrative experience

MS Office proficiency

Strong communication

US citizenship

Security clearance eligibility

Education

High school diploma or equivalent

Tools

Concur

Job description

This position is a 2-year term appointment with the possibility for extension. In this role you will help coordinate domestic and global business travel. The coordinator works closely with IDA’s Travel Office and books all air and land travel as well as hotel reservations through the Concur Travel system; searches, gathers and provides relevant travel information on official business travel. Coordinates expenses and reimbursement for travel.

Primary Responsibilities:

• Acts as the point of contact between staff and IDA’s Travel Office when needed.
• Maintains a step-by-step guide from requesting travel to expensing travel in keeping with IDA’s travel practices and policies.
• Searches for the most cost-effective means of travel and hotel accommodations in Concur or working with IDA’s Travel Office; ensuring compliance with IDA’s travel practices and policies.
• Informs staff on flight availability, connections, and accommodations; works with IDA’s Travel Office and/or books all air and/or surface travel and hotel reservations in Concur.
• Schedules and provides detailed travel itineraries. Verifies accuracy of tickets, hotel reservations and other details before delivering to staff or consultants.
• Verifies travel agency documents for accuracy and proper billing; researches and resolves discrepancies with travel agency, staff/consultants and/or finance department.
• Ensures travel is expensed to the correct charge code category.
• Maintains filing system of travel and conference related information and performs other related administrative duties.
• Performs other duties as assigned.

Minimum Qualifications/Requirements:

• High school diploma or equivalent
• Five or more years administrative experience, including travel coordination and some accounting experience
• Working knowledge of FAR, CAS and DFARS and other applicable government regulations
• Concur experience is required
• Must be proficient in current computer operating systems and Microsoft Office Suite
• Strong interpersonal skills with the ability to communicate effectively orally and in writing with all levels of employees and external consultants
• US citizenship is required
• Ability to obtain and maintain necessary security clearances

Compensation

We support transparency, equity, and fairness in our compensation program and provide a reasonable estimate of the salary range based on data-driven market analysis for each position. While it is not typical for an individual to be hired at or near the top of the range, a reasonable estimate of the salary range for this role is $56,254 - $90,007. Individual salary within this range will be commensurate with the incumbent’s experience, unique skills and qualifications, and other relevant factors.