Travel Administrator

Capstone Research Corporation•Huntsville, AL

2d•Onsite

About The Position

Capstone Research Corporation is seeking a Travel Administrator for its Huntsville, Alabama office. The role reviews travel expense requests for employees and subcontractors and ensures compliance with company and government requirements, including Joint Travel Regulations standards. The administrator records requests in company and applicable customer databases, follows up on reviews and approvals, coordinates with program control to meet contract requirements, and collects and verifies travel-related contract deliverables before submission. The position coordinates business travel for employees supporting Government contracts; processes travel requests, itineraries, and expenses; tracks travel costs and budgets; and maintains complete, audit-ready records. It also provides employees with policy and process guidance, resolves travel-related issues, safeguards confidential information, and performs other administrative and travel coordination duties supporting 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.

Nice To Haves

Bachelor's degree in Business, Accounting, or another 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.

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.
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.
Collect and verify travel-related contract deliverables from employees and subcontractors prior to submission.
Perform additional administrative and travel coordination duties as needed to support government contract operations.