Travel & Administrative Manager

Position Summary The Travel & Administrative Manager is responsible for directing, administering, and monitoring DST’s travel program and administrative operations. This role ensures that all employee travel is planned, executed, documented, and billed in compliance with the Joint Travel Regulations (JTR), the Federal Acquisition Regulation (FAR) cost principles, GSA Schedule requirements, contract-specific travel provisions, and DST policy. The Travel & Administrative Manager also leads DST’s administrative support function, with management responsibility for the Travel Administrator and Administrative Assistant positions. This position operates in a fast-paced environment and requires the ability to manage competing priorities and meet contract deadlines. Primary Responsibilities Travel Program Management - Plan, arrange, and coordinate employee travel, including air, lodging, rental vehicles, and ground transportation, in accordance with contract requirements, applicable federal travel regulations, and DST policy. - Create, optimize, and monitor DST’s travel policies, procedures, and employee guidance. - Serve as the primary travel point of contact (POC) for employees and program teams, resolving travel-related issues and last-minute changes as they arise. Regulatory & Contract Compliance (JTR / FAR / GSA) - Interpret and apply the Joint Travel Regulations (JTR) and Federal Travel Regulation (FTR), as applicable, to all contract-related travel. - Ensure travel costs comply with all applicable FAR Part 31 (Travel Costs) requirements. - Review contract and task order travel provisions, customer pre-approval requirements, and travel ceilings before travel is authorized. - Ensure travel performed under GSA Schedule contracts and task orders complies with contract-specific requirements. - Manage the preparation, submittal, and tracking of Travel Authorization Requests (TARs) in accordance with each contract’s guidelines. - Maintain complete, audit-ready travel documentation and receipts to support customer billing reviews and government audits (e.g., DCAA). - Monitor regulatory changes, including per diem rate updates and JTR revisions, and update internal guidance and employee training accordingly. Expense Processing & Financial Coordination - Prepare and review employee expense reports, walking employees through document processing steps and providing troubleshooting assistance. - Review and verify that all travel expenses adhere to applicable regulations, contract terms, and DST policies and procedures prior to approval. - Coordinate with Accounting and Contracts to ensure travel costs are charged to the correct contract, task order, or indirect account. - Analyze and report on travel costs, trends, and spending against contract travel budgets and ceilings. - Develop, maintain, and improve travel-related forms, tracking tools, and expense reporting procedures to support accurate documentation, reimbursement, and financial reporting. Administrative & Front Office Oversight - Oversee DST’s front-office operations, including reception, visitor management, phone coverage, and incoming and outgoing mail and shipments. - Ensure visitor check-in and access procedures align with DST’s facility security requirements, coordinating with security personnel as needed. - Oversee administrative support across any requesting departments. - Establish and maintain filing, records management, and retention processes for travel and administrative records. - Support for front desk as needed. - Complete special projects as assigned. Team Supervision & Personnel Management - Manage and directly supervise the Travel Administrator and Administrative Assistant positions. - Responsible for hiring, onboarding, training, performance management, and professional development of direct reports. - Assign and prioritize workload and maintain coverage schedules to ensure continuous travel and administrative support, including during absences and peak travel periods. - Cross-train staff to support continuity of travel and administrative operations. - Address performance and conduct matters in coordination with Human Resources. Reporting & Coordination - Provide regular status updates to the Program team on travel activity, compliance issues, and administrative operations. - Routinely prepare travel cost and accounting reports for management. - Coordinate with Programs, Contracts, Accounting, Human Resources, and Security as required. - Support internal reviews and external audits related to travel and administrative processes. Position Type and Expected Hours of Work This is a full-time position. Days and hours of work are Monday - Friday 8:00 am to 5:00 pm, with a 1 hour unpaid meal break. Evening and weekend hours may be required as projects demand. Travel No travel is expected for this position. However some local travel may be required during normal work hours. Required Qualifications - Associate’s degree in Accounting, Business Administration, or a related field, or the equivalent of two (2) or more years of experience. - Five (5) years' of experience in travel management or coordination. - Working knowledge of federal travel regulations (JTR / FTR) and FAR travel cost allowability requirements. - Experience preparing or managing Travel Authorization Requests (TARs). - One (1) year of supervisory or team lead experience. - High level of proficiency with Microsoft Excel and Office 365. Preferred Qualifications - Three (3) or more years' of supervisory experience, including oversight of travel or administrative staff. - More than five (5) years' of travel experience, supporting government contracts. - Experience supporting travel under GSA Schedule contracts or task orders. - Experience supporting DCAA audits or government contract cost reviews. - Active DoD Secret security clearance. Other Hiring Requirements - Valid driver’s License. - U.S. Citizenship is required to obtain/maintain a United States Security Clearance. - Must hold or be able to obtain DOD Secret Level Clearance (at minimum). - Must pass a DOT/FAA regulated drug screening. - Leadership and people development. - Regulatory interpretation and compliance discipline. - High degree of accuracy and attention to detail. - Clear, professional communication and strong interpersonal skills. - Time management and multi-tasking to meet deadlines. - Strong organizational and tracking skills. - Judgment and problem-solving. - Ethical conduct, confidentiality, and compliance with local, state, and federal regulations. Benefits - Company-paid Health, Dental and Vision Insurance for employee. - Company-paid Short Term Disability, Long Term Disability, Basic Life and AD&D Insurance. - Supplemental Insurance: Aflac, Gap Insurance, and TriCare. - Supplemental Basic Life and AD&D Insurance. - 401(k). - Accruing Paid Time Off. - Floating Holiday Time. Applications, cover letters and resumes must be submitted online via BambooHR. DST LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, national origin, disability status or protected veteran status, or any other characteristic protected by federal, state or local laws. In addition to federal law requirements, DST complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. DST expressly prohibits any form of workplace harassment based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, or veteran status. Improper interference with the ability of DST’s employees to perform their job duties may result in discipline up to and including discharge.