Travel Operations Administrator (Hybrid-Reston, VA)

ICF•Reston, VA

2d•Hybrid

About The Position

ICF is seeking a skilled and energetic Travel Operations Administrator to join our team. In this role, you will be instrumental in elevating our travel operations by delivering exceptional customer service, streamlining processes, and collaborating with cross-functional teams. If you are passionate about travel management, adept at financial stewardship, and thrive in a fast-paced environment, we invite you to help shape the employee travel experience at ICF.

Requirements

At least 5 years of experience in the travel industry, with a proven track record of process optimization and delivering exceptional customer service.
Strong skills in financial management, including credit card reconciliation and travel analytics.
1 year working with Concur Travel systems and familiarity with corporate travel policies.

Nice To Haves

Bachelor’s degree in Business Administration, Hospitality, Travel Management, or a related field.
Advanced proficiency in MS Suite, including Excel, PowerPoint, SharePoint.
Strong problem-solving abilities, especially in addressing complex travel-related challenges.
Exceptional organizational and multitasking capabilities, ensuring accuracy and attention to detail.
Excellent communication and interpersonal skills, fostering strong relationships across teams and departments.
Resourceful, solutions-oriented, and able to work both independently and collaboratively.

Responsibilities

Serve as the subject matter expert in travel management, coordinating with ICF’s Travel Management Company to ensure alignment with ICF policies, government regulatory requirements and best practices.
Work closely with project teams to assess their unique needs, offer guidance on best practices for identifying cost-saving opportunities, and recommend the most economical travel options—ensuring quality and compliance are maintained while minimizing disruptions.
Manage escalations, accurately document decision-making processes, and execute corrective measures in situations involving policy conflicts.
Lead travel sourcing initiatives, including annual hotel program strategy, to refine supplier portfolios and deliver optimal value and coverage for travelers.
Serve as the main contact for all travel questions, delivering excellent customer service by promptly addressing inquiries and resolving any problems to guarantee travelers enjoy a seamless and pleasant experience.
Utilize data analytics tools to evaluate travel spending trends, adherence to travel policy and recommend strategies for cost savings and process optimization.
Manage company-paid travel expenses by performing monthly credit card reconciliations, managing process exceptions and ensuring all expenditures are accurately documented and compliant with financial guidelines.
Oversee supplier purchase orders (POs), proactively monitoring supplier spending, and managing invoice processing to ensure financial accuracy, compliance, and effective budget stewardship.
Maintain a thorough understanding of the tools available across the company to provide appropriate guidance to employees when they encounter atypical tasks.
Drive continuous improvement initiatives through cross-functional collaboration by working with teams such as Operations, Health & Safety, International Operations, Meetings & Events, Finance, and IT to manage projects focused on process improvements, mitigate risk, and increase operational efficiency.
Manage stakeholder relationships, including reporting project status, identifying project risks, and fostering collaboration and effective communication throughout all project phases.
Manage and maintain travel program documentation, and data using enterprise tools (e.g., SharePoint, Excel, PowerPoint) to support accurate reporting and operational efficiency.