Job Description

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.

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.

Required Qualifications

· Bachelor's 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 platforms and online reservation systems.

· Strong problem-solving abilities and the ability to make sound decisions under tight deadlines.

· Advanced proficiency with Microsoft Office Suite, particularly Outlook, Excel, and Teams.

· Ability to travel domestically up to 25% as needed to support program activities.

Preferred Qualifications

· Experience supporting government programs, nationwide recruiting initiatives, or field operations.

· Familiarity with corporate travel policies and expense management systems.

· Experience coordinating travel for geographically dispersed teams.

· Knowledge of conference, event, or meeting logistics.

· Global Travel Professional (GTP) certification or similar credential preferred.

Core Competencies

· Travel Coordination

· Event Logistics

· Schedule Management

· Customer Service

· Vendor Coordination

· Budget Awareness

· Problem Solving

· Operational Planning

· Organization & Attention to Detail

· Communication & Collaboration

Working Conditions

· Work is performed primarily in a professional office or remote office environment with regular interaction with internal teams, travelers, vendors, and customer representatives.

· Domestic travel up to 25% may be required to support recruiting events, planning meetings, or program activities.

· Position requires extended periods of computer work, scheduling, and coordination of multiple concurrent travel requests.

· Occasional evening or weekend work may be required to support travel disruptions, urgent scheduling changes, or event-related deadlines.

· Must be able to obtain and maintain any customer-required credentials, facility access, or security requirements necessary to perform assigned duties.

Salary Range: $60,008 - $69,992

The above salary range represents a general guideline. Stillwater considers a number of factors when determining base salary offers, such as the scope and responsibilities of the position and the candidate's experience, education, skills, and current market conditions.

Depending on the position, employees may be eligible for overtime and/or discretionary bonuses in addition to base pay.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status, or any other protected class. If you need assistance with the application process due to a disability, please contact us at 571-543-0171

Stillwater is an Equal Opportunity Employer

Stillwater Human Capital is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status or any other protected class. If you’d like to view a copy of the company’s Affirmative Action policy statement, please contact the Human Resources Department.

If you require assistance with the application process due to a disability, please contact us at (571)-543-0171.

Equal Employment Opportunity Posters.

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