Senior Travel & Purchasing Coordinator

This is a fully remote position, open to applicants in Illinois.

📋 Description

• Prepare, review, and manage Travel Authorization Requests, Requests to Initiate Purchase, and Consent to Purchase requests.

• Conduct quality-control reviews to ensure completeness, accuracy, supporting documentation, and compliance with templates.

• Collaborate with travelers, task leads, program leadership, finance, procurement, and subcontractors to develop and correct requests.

• Route requests through approval workflows and monitor Government review and concurrence.

• Ensure that travel and purchases do not proceed until required Government concurrence is obtained.

• Maintain logs for submitted, pending, approved, returned, rejected, completed, and closed requests.

• Monitor request dates, approval status, funding, costs, vendors, travelers, destinations, and necessary data.

• Track both commercial and non-commercial products or services and maintain relevant commerciality documentation.

• Oversee tools and other direct-cost purchases from approval to acquisition, invoicing, and closeout.

• Keep travel records and coordinate, consolidate, and track Government-requested trip reports.

• Reconcile records with financial reports, invoices, approval documentation, and Task Order Management Portal data.

• Provide information for Monthly Status Reports, Program Management Reviews, spend plans, forecasts, and other program-management products.

• Maintain content on portals, dashboards, approval records, supporting documents, and files ready for audits.

• Identify gaps in documentation, deadlines, delayed approvals, cost discrepancies, and workflow risks.

• Communicate the status of requests, necessary corrections, approval decisions, and outstanding actions.

• Develop and sustain procedures, checklists, templates, trackers, and document-control standards.

• Assist in the transfer of records, procedures, and open actions during transition-in and transition-out activities.

• Safeguard sensitive Government, financial, procurement, travel, and personnel information.

⛳️ Requirements

• Active Secret clearance or a higher level of security clearance.

• At least 8 years of relevant professional experience.

• Bachelor’s degree in Business, Administration, Logistics, or a related field.

• Experience in coordinating Government travel, purchasing, procurement, logistics, document management, or administrative workflows.

• Familiarity with preparing or processing Travel Authorization Requests, Requests to Initiate Purchase, Consent to Purchase requests, or similar approval packages.

• Background in performing quality-control reviews of travel, purchasing, or financial documentation.

• Experience supporting Department of Defense, federal civilian, or other Government contracts.

• Understanding of Government concurrence and approval requirements for contractor travel and purchases.

• Knowledge of the Federal Travel Regulation, Joint Travel Regulations, Department of State Standardized Regulations, or similar Government travel guidelines.

• Proficient in tracking tools, travel, other direct costs, vendors, approvals, and expenditures by CLIN or contract period.

• Experience in preparing, consolidating, or maintaining formal trip reports.

• Ability to distinguish and track commercial and non-commercial products or services.

• Experience in maintaining audit-ready records, approval histories, and supporting documentation.

• Familiarity with supporting firm-fixed-price, fixed-price-award-fee, travel, tools, or other direct-cost CLINs.

• Experience in managing content in document repositories, program portals, dashboards, or automated approval workflows.

• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.

• Experience with SharePoint, Power BI, Adobe Acrobat, workflow-management tools, or similar collaboration platforms.

• Strong capabilities in document control, records management, and quality assurance.

• Exceptional written and verbal communication skills.

• Excellent organizational, coordination, and time management skills.

• High attention to detail and a commitment to accuracy, completeness, and regulatory compliance.

• Ability to manage multiple concurrent requests, deadlines, approvals, and follow-up actions.

• Capacity to identify documentation gaps and communicate necessary corrections clearly and professionally.

• Ability to collaborate effectively with travelers, program leadership, finance, procurement, subcontractors, and Government stakeholders.

• Capability to work independently while maintaining accountability, discretion, and consistent follow-through.

🏝️ Benefits

• Equal Employment Opportunity and Affirmative Action employer.

• Pay transparency protections.

• Resume and personal information considered for this position and comparable positions with subsidiaries, affiliates, and teaming partners.