Expense Coordinator Jobs (NOW HIRING)

The Building People, LLC has an opening for a full-time Travel, Expense, and Procurement Coordinator at our headquarters in Leesburg, VA. This role is responsible for coordinating employee travel authorizations, processing travel expenses, administering reimbursements, and maintaining travel tracking records in support of government contracts and corporate travel requirements. The position reviews travel documentation for completeness and compliance, processes expense reports and vouchers in Deltek Costpoint, reconciles receipts, supports invoicing activities, and ensures travel documentation is audit-ready. The Coordinator will also review companywide travel and expense vouchers for accuracy and alignment with the Federal Travel Regulation and assist Program Managers with entering purchase requests in Deltek Costpoint. This position works closely with employees, Program Managers, accounting, and finance personnel to support efficient, accurate, and compliant travel and procurement operations.

Key Responsibilities

• Review travel authorization requests for accuracy, completeness, and compliance with company and contract requirements.
• Validate estimated travel costs, including airfare, lodging, rental vehicles, parking, mileage, fuel, rideshare expenses, and other allowable travel expenses.
• Verify required supporting documentation, including per diem information, mileage documentation, and travel estimates.
• Ensure travel requests are submitted within required timelines and follow established procedures.
• Review employee travel expense reports and support reconciliation of receipts for accuracy and completeness.
• Verify actual travel expenses against approved travel authorizations and identify discrepancies or variances.
• Process travel expense reports and reimbursements within Deltek Costpoint.
• Provide guidance to employees regarding travel procedures, documentation requirements, and reimbursement policies.
• Maintain project travel balance tracking spreadsheets by recording approved estimated travel costs and authorized travel activities.
• Update travel tracking records to support reimbursement processing, invoicing activities, and management reporting.
• Maintain accurate travel records, receipts, expense reports, and supporting documentation.
• Support invoice preparation activities by providing complete and accurate travel documentation.
• Ensure travel estimates and supporting documentation are properly maintained and audit-ready.
• Assist Program Managers by providing travel-related documentation and status information as requested.
• Maintain organized electronic records of travel authorizations, expense reports, receipts, and supporting documentation.
• Coordinate with Program Managers, Accounting, and Finance teams regarding travel-related activities.
• Assist with internal reviews and travel documentation audits as needed.
• Communicate professionally and effectively with employees across the organization.
• Review companywide travel and expense reports for accuracy and alignment with the Federal Travel Regulation and Joint Travel Regulations and export expenses from Deltek Expense to Deltek Costpoint for timely employee payments.
• Assist, as needed, with booking employee travel for corporate functions.
• Assist Program Managers with submitting purchase requisitions into Deltek Costpoint

• 3 + years of experience with Federal Travel Regulation, Joint Travel regulation and application of principles with Federal Contractors
• 3 + years of experience in Deltek Costpoint Expense Module
• Intermediate Microsoft Excel skills
• Proficiency in Outlook, Word and Teams
• Must be able to demonstrate exceptional attention to detail, strong customer service, excellent organization skills, professional judgement and can work independently while being able to collaborate professionally across departments.

• Experience processing monthly travel authorizations and expense reports in Deltek Time and Expense
• Experience working under Government Contracts
• Experience with the Deltek Costpoint Procurement Module

• Bachelor's Degree preferred or 6 years of relevant experience