Travel Administrator

Capstone Research Corporation•Huntsville, AL

1d•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 to ensure compliance with company and government requirements, including Joint Travel Regulations Standards. The administrator ensures requests are recorded in company and applicable customer databases and follows up to obtain appropriate review and approvals. The position coordinates with program control to meet contract requirements and collects and verifies travel-related contract deliverables before submission. The Travel Administrator coordinates government-contract business travel, processes itineraries and expenses, monitors costs and budgets, maintains audit-ready records, and advises employees on travel policies and procedures. The role works with project managers, contracts personnel, accounting, and program teams to ensure travel is authorized, funded, and charged correctly. It also resolves travel issues and protects confidential company, employee, and government information.

Requirements

Excellent written and verbal communication skills and ability to work effectively across project teams and administrative departments.
Strong organizational skills and attention to detail, with 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 while complying 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 contract terms and travel policies.
Review expense requests and receipts for accuracy, completeness, and compliance with applicable requirements, including FTR and FAR where relevant.
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 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.
Ensure travel requests are appropriately accounted for in company and applicable customer databases and follow up for required reviews and approvals.
Coordinate with program control to ensure contract requirements are met.
Collect contract deliverables related to travel from employees and subcontractors and verify their accuracy before submission.