Travel Coordinator

Job Description

Job Description

Travel CoordinatorOverview:Aether Aerospace is seeking an experienced Travel Coordinator to support corporate travel for a workforce of more than 500 employees. This position will serve as the primary travel resource and most senior Travel Coordinator on the Business Operations team, providing guidance and support to other travel coordinators while ensuring travel requests and expense reports are processed accurately and in accordance with company and Federal travel requirements.  Roles/Responsibilities:Serve as the senior Travel Coordinator supporting business travel for a workforce of 500+ employees, providing guidance and support to other Travel Coordinators. Coordinate employee travel from initial travel request through final expense reimbursement, ensuring timely and accurate processing. Review and audit travel requests and expense reports for accuracy, completeness, supporting documentation, and compliance with company policies and applicable Federal requirements. Utilize SAP Concur to process and audit travel requests, reservations, expense reports, and supporting documentation. Apply knowledge of the Joint Travel Regulations (JTR) and FAR Part 31 when reviewing travel expenses and determining cost allowability and compliance. Serve as an escalation point for complex travel issues, policy questions, expense discrepancies, and exceptions. Provide guidance to employees and other Travel Coordinators regarding allowable expenses, per diem, lodging, transportation, documentation, and reimbursement requirements. Maintain accurate travel records and supporting documentation for internal reviews and audits. Support corporate credit card reconciliations and coordinate with Accounting, Contracts, and other internal teams to resolve travel-related issues. Identify opportunities to improve travel processes, internal controls, employee guidance, and overall efficiency. Travel and Material Expense Credit Card ReconciliationCoordinate and schedule meetings and manage reservations for four on-site conference rooms, including resolving scheduling conflicts and supporting meeting logistics as needed. Assist with the planning and coordination of company meetings, employee events, and other corporate activities, including scheduling, attendance tracking, vendor coordination, food orders, and other event logistics as needed. Perform required office access control and visitor coordination duties, including greeting visitors and maintaining appropriate visitor documentation. Maintain a consistent and reliable on-site presence during established business hours, including reporting to work on time and being at the assigned workstation and prepared to begin work at the scheduled start time. Provide additional Business Operations support as needed. Qualifications Required:High school diploma or equivalent. 3+ years of experience in travel coordination, travel administration, expense auditing, or a related function. Hands-on experience with SAP Concur or a comparable travel and expense management system. Demonstrated experience reviewing and auditing travel requests and expense reports for accuracy, documentation, and compliance. Working knowledge of the Joint Travel Regulations (JTR), including per diem, lodging, transportation, and reimbursable travel expenses. Working knowledge of FAR Part 31, including its application to travel costs and expense allowability. Ability to manage a high volume of travel activity and serve as a senior resource for employees and other Travel Coordinators. Strong organizational, analytical, problem-solving, and attention-to-detail skills. Strong written and verbal communication and customer service skills. Proficiency with Microsoft Office, particularly Excel and Outlook. Ability to schedule and coordinate meetings and manage multiple conference room calendars, including resolving scheduling conflicts and supporting meeting logistics. Ability to perform required office access control and visitor coordination responsibilities. Ability to work on-site in California, MD, five days per week; this position is not eligible for telework. Demonstrated reliability and punctuality, including the ability to consistently report to the assigned workstation on time and prepared to begin work at the scheduled start time. Ability to obtain a DoD Secret clearance. Qualifications Desired:Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field. Previous accounting, accounts payable, expense auditing, reconciliation, or financial operations experience. Experience supporting travel within a Federal Government contracting or DoD environment. Advanced SAP Concur experience, including reporting, workflow troubleshooting, or system administration. Experience serving as a lead or senior resource for other Travel Coordinators. Experience supporting travel for a large or geographically dispersed workforce. Experience with corporate credit card reconciliation. Experience developing travel procedures, employee guidance, training materials, or process improvements. Experience assisting with company meetings and employee events, including scheduling, attendance tracking, vendor coordination, food orders, and other event logistics.  Aether Aerospace is committed to pay transparency for our applicants and employees. The salary range for this position is $70,000.00 - $80,000.00. Actual compensation will be determined based on several factors permitted by law. Aether Aerospace provides for the welfare of its employees and their dependents through a comprehensive benefits program by offering healthcare benefits, paid leave, retirement plans, insurance programs, and education and training assistance.Aether Aerospace is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, age, national origin, disability, status as a protected veteran, or any other protected characteristic.