Expense & Travel Administrator

Job Description

Job Description

Description:

Expense & Travel Administrator

Salary: $24.00 - $31.25 per hour

Remote

At the Vander Weele Group, we are a leading nationwide provider of grant monitoring and oversight solutions. We leverage deep domain expertise to streamline management processes, mitigate risks, and enhance transparency for high-priority federal programs. It is not typical for offers to be made at or near the top of the salary range. The actual salary will be determined based on experience and other job-related factors permitted by law.

We are seeking a highly organized Travel & Administrative Specialist to anchor the complex operational backbone of a high-priority facility compliance project. This role is not just about booking flights; it is about managing the continuous deployment of multiple compliance inspection teams. Serving as the central operational hub, you will ensure our inspectors can mobilize instantly, navigate tight timelines, and maintain flawless financial alignment with federal regulations. Position is contingent upon project award.

What Success Looks Like

Success in this role means achieving total operational readiness and execution without missing a beat. Within the first 12 months, you will:

• Ensure up to five distinct compliance inspection teams can deploy anywhere in the continental United States every week, sometimes with 24-hour notice.
• Guarantee that 100% of travel expense reimbursement is flawless, completely documented (per diem, lodging, transit, and rental car allocations).
• Proactively manage logistical shifting parts so that zero fieldwork days are lost due to travel, lodging, or communication gaps, maintaining an inspection velocity of roughly one team in the field every single week.
• Seamlessly pivot to assist leadership with data entry, project coordination, and administrative needs, maximizing overall contract productivity.

You’ll Own

• Coordinating complex, multi-destination travel itineraries for 30 team members, sometimes under short-notice constraints.
• Gathering, verifying, and building comprehensive expense backup data, including traveler identities, exact per diem tracking, hotel receipts, and transit costs, for every invoice submitted.
• Serving as a primary point of contact during emergencies or disruptions, accounting for deployed personnel instantly, and coordinating temporary work locations or emergency travel changes.
• Partnering with the Project Manager to assist with data entry, compliance documentation tracking, asset returns, and other administrative project tasks to optimize day-to-day contract efficiency.

You’ll Thrive Here If

• You have the required 3–5 years of experience in corporate or government travel coordination and administrative support.
• You have 3–5 years of experience supporting travelers with their expense reimbursement process (per diem, lodging, transit, rental car, etc.), a requirement for this role.
• You are calm under pressure: A sudden change in inspection dates or a natural disaster doesn't rattle you; you instantly activate contingency communication lines and find alternate routing.
• You are a U.S. Citizen.
• You have excellent written and verbal English communication skills.
• You are free of any actual or perceived conflicts of interest (COI) relative to the facilities under review.
• You are able to pass a Tier 2/public trust background investigation, which will include a credit check and a detailed investigation into your background, possibly including a review of medical records and drug use.