ZemiTek is seeking a Travel Specialist to support corporate and project travel. The Travel Specialist is responsible for providing expert-level travel and operations support to staff and consultants. This role requires in-depth knowledge of travel processes, policies, and regulations. The Travel Specialist will collaborate closely with internal and external stakeholders.
Serve as a travel expert, participating in panels and working groups to develop and improve systems. Advise program staff on the preparation of documentation for international travel requests. Assist Program Managers and Staff with obtaining travel itineraries and distributes travel arrangements and schedules to all appropriate staff. Obtains approval from leadership for travel requests and expenses that exceed established limits. Advises travelers of and assists with any need for specialized travel documents such as visas or passports.
Location: Remote
Position Type: Full-Time
Salary Range: Starting at $75,000
• Serve as the point of contact for regulations and policies related to the international and domestic travel.
• Establish and maintain accurate and organized electronic travel files, following records management guidelines.
• Ensure accurate records of passports, visas, inoculations, and medical evacuation policies for travelers’ compliance.
• Ensure that all travel related insurances are in place prior to travel.
• Share travel information and systems efficiently with ZemiTek staff, conducting training and maintaining resource documents.
• Build and maintain effective relationships with program managers, administrative and financial personnel.
• Provide orientation, training, and mentoring to staff on travel procedures and standard operating procedures.
• Serve as a travel expert, participating in panels and working groups to develop and improve systems.
• Advise program staff on the preparation of documentation for international travel requests
• Collaborate with the PM and Director to identify and discuss improvements to the current travel system.
• Assist employees with any reporting issues or questions with expense reporting in Deltek.
• Import expense reports from Time & Expense to Accounts Payable.
• Review travel expense reports to ensure completeness and accuracy. Coordinate with staff for any corrections needed.
• Review travel requests prepared by staff to ensure adherence with travel policies.
• Import monthly OCONUS per diem rates file to Costpoint.
• Support monitoring of Accounting email box.
• Review and coordinate travel advances received from staff.
• Administer and implement Travel and Expense procedures. Interpret the FTR and provide guidance on the various exceptions for our contracts.
• Review and submit travel authorizations to the Contracting Officer’s Representative (COR) and ensure all supporting documentation and requests conform and are in line with contract policies.
• Assist Finance Team with processing expense and travel reimbursements in Deltek.
• Perform other duties as assigned by the supervisor.
• Bachelor’s Degree and a minimum of five (5) years relevant experience, with three (3) years of federal travel experience.
• Experience and understanding of the Agency of International Development Acquisition Regulation (AIDAR) and/or Federal Travel Regulation (FTR).
• Knowledgeable on all Federal, USAID, GSA and State Department and mission specific travel regulations and allowances.
• Experience providing administrative, finance, or personnel support in an organization with domestic and overseas staff.
• Ability to work effectively in a team and collaborate with stakeholders.
• Problem-solving and critical-thinking abilities.
• Strong attention to detail and organizational skills.
• Proficient with travel processes, policies, and regulations.
• Proficiency in using travel management systems and tools.
• Demonstrated proficiency in using all Microsoft Office applications.
• Outstanding communication skills, influencing abilities, and client focus.
ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services
