Travel Coordinator with Security Clearance

Travel Coordinator

Location:

Herndon, VA (Hybrid) Clearance:
None Travel: 25% CONUS About the Opportunity Stillwater Human Capital is seeking a highly organized and detail-oriented Travel Coordinator to support a federal customer by managing travel logistics for a nationwide portfolio of recruiting and outreach events. The Travel Coordinator is responsible for planning, coordinating, and executing all travel arrangements for recruiting personnel and event support staff. This position ensures travel is booked efficiently, cost-effectively, and in accordance with program requirements while providing exceptional customer service throughout the travel lifecycle.

Working closely with Program Management, Event Planning teams, Regional Event Coordinators, vendors, and recruiting personnel, the Travel Coordinator plays a critical role in ensuring travel logistics are seamlessly integrated into overall event planning and execution. The ideal candidate thrives in a fast-paced environment, excels at managing multiple priorities simultaneously, and has a strong background in travel coordination, logistics, or operations support.

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- Key Responsibilities Travel Planning & Coordination
• Coordinate all travel arrangements for recruiting personnel, event support staff, and program leadership supporting nationwide recruiting events.
• Book airfare, hotels, rental vehicles, ground transportation, and other travel accommodations in accordance with customer and company travel policies.
• Develop and distribute travel itineraries and ensure travelers receive accurate travel documentation prior to departure.
• Coordinate travel schedules to align with event setup, execution, and breakdown requirements.
• Monitor travel reservations and proactively address schedule changes, delays, cancellations, or other travel disruptions.
• Ensure travel arrangements support staffing plans and event readiness requirements.

--- Travel Operations
• Maintain a centralized travel schedule supporting multiple concurrent recruiting events.
• Coordinate closely with Event Planning and Regional Event Coordinators to confirm staffing assignments and travel timelines.
• Track traveler arrivals and departures to ensure appropriate event coverage.
• Provide real-time travel support and resolve travel-related issues before and during events.
• Coordinate last-minute travel requests and emergency travel accommodations when operational needs arise.
• Maintain traveler profiles, preferences, and required documentation.

--- Vendor & Budget Management
• Coordinate with airlines, hotels, rental car providers, travel agencies, and other vendors to secure cost-effective travel solutions.
• Monitor travel expenses and support adherence to approved travel budgets.
• Identify opportunities for cost savings while maintaining traveler safety, efficiency, and customer requirements.
• Review travel invoices and reconcile travel-related expenses.
• Maintain relationships with preferred travel vendors and lodging providers.

--- Program Support & Reporting
• Maintain accurate travel records and documentation.
• Produce travel schedules and travel status reports for Program Management.
• Track travel expenditures and assist with forecasting travel requirements.
• Coordinate travel support for surge staffing and changing event schedules.
• Ensure compliance with customer travel requirements and organizational policies.
• Recommend process improvements that increase efficiency and reduce travel costs.

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- Required Qualifications
• Bachelors degree in Business Administration, Hospitality Management, Travel Management, Operations Management, or a related discipline; equivalent professional experience may be substituted.
• Minimum of 3-5 years of experience in corporate travel coordination, travel management, event logistics, operations support, or administrative coordination.
• Experience coordinating travel for multiple employees or large-scale events.
• Strong organizational skills with the ability to manage multiple travel schedules simultaneously.
• Excellent customer service, communication, and interpersonal skills.
• Experience working with travel booking…