Travel & Expense Administrator (4042)

Navarro Research and Engineering is recruiting a Travel & Expense Administrator (4042) in Oak Ridge, TN.

Navarro Research & Engineering is an award-winning federal contractor dedicated to partnering with clients to advance clean energy and deliver effective solutions for complex challenges in the nuclear and environmental fields. Joining Navarro means being a part of an exceptional team committed to quality and safety while also looking for innovative strategies to create value for the client’s success.

Headquartered in Oak Ridge, Tennessee, Navarro has active programs in place across the nation for DOE/NNSA, NASA, and the Department of Defense.

Position Summary

The Travel & Expense Administrator is a full-time position within Navarro’s Accounting Department that reports to the Controller. This newly created role manages employee business travel and expense administration, including travel coordination, expense report review, transaction documentation, approvals, reconciliation, and timely processing in a government contracting environment.

The position works closely with employees, managers, and accounting personnel to ensure travel and expense activities are accurate, compliant, and properly supported. The role applies company travel policies, customer and contract requirements, and applicable FAR requirements, administers travel and expense systems, and provides Accounts Payable support during peak workload periods.

Responsibilities

• Coordinate and arrange business travel for employees, including airfare, lodging, rental vehicles, and other travel-related arrangements.
• Assist employees with travel-related questions, changes, cancellations, and other travel issues.
• Ensure travel arrangements are made in accordance with company travel policies and applicable customer or contract requirements.
• Monitor outstanding travel-related items and follow up with employees as necessary.
• Assist with maintaining travel-related procedures, guidance, and documentation.
• Work with employees and management to resolve travel-related issues in a timely manner.
• Review employee expense reports for accuracy, completeness, appropriate supporting documentation, and compliance with company policy.
• Review expenses for compliance with applicable contract requirements and, where applicable, FAR requirements.
• Review receipts, mileage, lodging, meals, airfare, rental vehicles, and other business expenses for appropriate documentation and coding.
• Identify and resolve questionable, incomplete, or non-compliant expenses.
• Follow up with employees to obtain missing receipts, explanations, approvals, or other required documentation.
• Ensure company-paid travel expenses are properly reconciled and cleared by employees in a timely manner.
• Monitor outstanding employee advances, travel-related charges, and other open expense items.
• Assist with ensuring expenses are appropriately coded to the correct project, contract, cost objective, account, and other applicable accounting dimensions.
• Assist with identifying expenses that may require special treatment under government contracts.
• Maintain accurate records and documentation supporting travel and expense transactions.
• Assist with periodic reporting and analysis of travel and expense activity.
• Administer day-to-day travel and expense activities within Concur and Deltek Costpoint Expense.
• Assist employees with system-related questions and troubleshooting.
• Monitor expense reports and workflow to ensure timely processing and approval.
• Assist with maintaining employee travel and expense profiles and related system information.
• Identify opportunities to improve the efficiency and effectiveness of travel and expense processes.
• Assist with testing and implementation of system or process enhancements.
• Provide support to Accounts Payable during periods of high transaction volume or other peak workload periods.
• Assist with invoice processing, vendor inquiries, payment documentation, and other AP activities as needed.
• Perform other accounting and administrative duties as assigned.

Requirements

• 2+ years of experience in travel administration, expense administration, accounts payable, accounting, or a related field.
• Experience with business travel coordination and/or employee expense administration, including either arranging business travel or reviewing and processing employee expense reports.
• Strong attention to detail and ability to identify errors, inconsistencies, and policy exceptions.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to communicate professionally and effectively with employees at all levels of the organization.
• Ability to interpret and consistently apply company policies, customer and contract requirements, and applicable regulatory requirements.
• Ability to exercise sound judgment when determining whether an expense is adequately supported and allowable.
• Ability to work independently while collaborating effectively with employees and Finance/Accounting personnel.
• Ability to maintain confidentiality when handling employee expense and financial information.

Preferred Qualifications

• Experience with Deltek Costpoint, particularly the Expense module.
• Experience with Concur Travel.
• Experience in applying travel policies and contract-specific travel requirements.
• Familiarity with government travel regulations, including applicable Federal Travel Regulation requirements.
• Experience with accounting systems and cost accounting concepts.
• Experience supporting Accounts Payable functions.
• Education and Experience
• A minimum of two years of experience in travel administration, expense administration, accounts payable, accounting, or a related field is required. Relevant experience must include business travel coordination and/or employee expense administration. No specific degree requirement was provided.
• Due to the nature of the government contract requirements and/or clearances requirements, US citizenship is required.
• Navarro is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, race, religion, color, national origin, age, disability, veteran’s status, or any classification protected by applicable state or local law..
• EEO Employer/Vet/Disabled