Program Administration & Travel Coordinator

Program Administration & Travel Coordinator

The Program Administration & Travel Coordinator provides comprehensive administrative and travel support to ensure smooth program operations. This role manages departmental administration, documentation, and communication flow, while also coordinating all domestic and international travel arrangements, including mobilizations, flights, accommodations, ground transportation, and visa processing. The position requires excellent organizational skills, attention to detail, and the ability to work proactively in a dynamic and fast-paced environment.

Responsibilities

• Provide administrative support across program functions and personnel.
• Manage calendars, meetings, phone calls, and correspondence.
• Coordinate and support departmental and functional meetings.
• Track and communicate new policies or procedures affecting team members.
• Identify and escalate recurring issues or concerns to management.
• Perform general office duties including filing, data entry, and record keeping.
• Arrange domestic and international travel in accordance with company travel policies.
• Book flights, hotels, ground transportation, and rental vehicles as required.
• Ensure accuracy of traveler information and distribute itineraries.
• Coordinate visa processing and ensure compliance with deployment requirements.
• Work with contracted hotels to secure accommodations for candidates and employees.
• Provide support during mobilization efforts, including deployment-related travel.
• Assist travelers with itinerary changes, delays, or other travel-related issues.
• Additional Duties
• Maintain expense reports and support travel-related financial documentation.
• Keep managers informed of key administrative and travel matters.
• Perform other duties as assigned in accordance with contractual, functional, and mission requirements.

Qualifications

• Education / Certifications: One-year related experience may be substituted for one year of education, if degree is required.
• High school diploma or equivalent required.
• Must be able to obtain and maintain program-required clearance/certifications (e.g., CAC eligibility, Secret Clearance if required).
• Experience:
• Minimum 3 years administrative experience.
• At least 2 years experience in travel coordination or customer service-related roles preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with Corporate Travel Management systems preferred.
• Skills & Technology Used:
• Strong organizational and time management skills; ability to multi-task.
• Excellent computer, interpersonal, and oral and written communication skills required.
• Ability to work independently with limited supervision.
• Exceptional customer service and interpersonal skills.

At V2X, we are deeply committed to both equal employment opportunity, including protection for Veterans and individuals with disabilities, and fostering an inclusive and diverse workplace. We ensure all individuals are treated with fairness, respect, and dignity, recognizing the strength that comes from a workforce rich in diverse experiences, perspectives, and skills. This commitment, aligned with our core Vision and Values of Integrity, Respect, and Responsibility, allows us to leverage differences, encourage innovation, and expand our success in the global marketplace, ultimately enabling us to best serve our clients.