Travel and Expense Administrator

Travel and Expense Administrator

LOCATION: (Hybrid) Huntsville, AL

JOB STATUS: Full-time

CLEARANCE: N/A

CERTIFICATION: N/A

TRAVEL: Less than 5%

Astrion has an exciting opportunity for an experienced Travel and Expense Administrator. The Travel and Expense Administrator role oversees the full travel and expense reporting process, ensuring compliance with internal policies, federal regulations, and government contracting requirements. The position serves as the organization's subject matter expert on Deltek Expense-playing a critical role in managing system functionality, leading internal reviews, supporting audits, and providing stakeholders with actionable insights through advanced reporting.

Success in this role requires strong knowledge and hands-on experience with Deltek Expense, proficiency in Excel for data analysis and reporting, keen attention to detail, and sound judgment in interpreting policies and resolving discrepancies.

REQUIRED QUALIFICATIONS / SKILLS

• Minimum of 3 years of progressive experience in travel administration, coordination, or expense management within a government contracting environment.

• Advanced hands-on experience with Deltek Expense, including system navigation, data import/export, per diem management, expense processing, and configuration support.

• Strong proficiency in Microsoft Excel, including use of formulas, pivot tables, and data analysis functions; working knowledge of Outlook, Word, and PowerPoint.

• Solid understanding of and experience with JTR, FTR, and other applicable federal travel regulations.

• Demonstrated ability to reconcile general ledger accounts and independently resolve financial discrepancies.

• High level of accuracy, discretion, and confidentiality when managing financial and employee data.

• Proven ability to manage multiple priorities, adapt to shifting deadlines, and perform in a fast-paced, deadline-driven environment.

• Strong written and verbal communication skills, with the ability to clearly explain complex travel and expense policies to employees and stakeholders.

• Experience supporting both internal and external audits related to travel and expense activities.

• Strong analytical mindset, with the ability to create meaningful reports and dashboards using Excel and/or business intelligence tools.

RESPONSIBILITIES

• Review and approve employee-submitted expense reports in Deltek Time and Expense, exercising independent judgment to ensure compliance with company policies, the Joint Travel Regulations (JTR), and the Federal Travel Regulation (FTR)

• Reconcile accounts payable control accounts, employee travel advances, and assigned general ledger accounts with minimal supervision

• Proactively identify and resolve discrepancies, recommend policy or process improvements, and implement solutions to streamline expense processing

• Analyze and interpret complex travel transactions to ensure accurate coding, supporting documentation, and audit readiness

• Lead internal reviews and audits of travel and expense activity to verify compliance with regulations and ensure financial accuracy

• Collaborate with internal and external auditors by preparing documentation, responding to inquiries, and ensuring transparency and compliance

• Act as the primary point of contact for employees and leadership on travel and expense policies, system usage, and compliance-related questions

• Develop and deliver detailed reports and dashboards using Deltek Business Intelligence tools to provide financial and operational insights to leadership and cross-functional teams

• Conduct training sessions and create user-friendly documentation to guide employees on proper expense reporting procedures and policy compliance

• Provide support for general accounting tasks and collaborate with finance and other departments during reconciliation and month-end close activities

What We Offer

• Competitive salaries
• Continuing education assistance
• Professional development allotment
• Multiple healthcare benefits packages
• 401K with employer matching
• Competitive time off policy along with a federally recognized holiday schedule

Who We Are

At Astrion, we innovate, elevate, and shape the world of tomorrow. At our core is our purpose to "Be the Difference". This means we encourage our employees to take action and be the driving force for positive change. We foster an environment where innovative solutions flourish, and our company continuously evolves.

We have a culture of care, empathy, and making a tangible difference within our organization and communities. We embrace continuous learning, growth, and innovation, and pushing the boundaries of what's possible. We promote collaboration and empowering our teams is at the core of our success.

Be the Difference

Astrion offers comprehensive services that boost preparedness, optimize performance, and ensure success across various domains, from Cyber to Digital, Mission and Systems, servicing our nation's Civilian, Defense and Space communities. We support customers with Centers of Excellence in Washington DC, and Huntsville, AL with an additional 36 locations across the U.S.

Join Astrion and Be the Difference in your career and the world!

Astrion is an Equal Employment Opportunity Employer. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.