Full-Time

Office Manager and Travel & Expense Coordinator

Posted on 8/17/2026

PerfectServe

PerfectServe

201-500 employees

Secure clinical communication and scheduling platform

Compensation Overview

$21 - $26/hr

Miami, FL, USA

In Person

This is a full-time, onsite role.

Category
Administrative & Executive Assistance (2)
,

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Requirements
  • At least 3 years of experience as an Office Manager, Travel and Expense Administrator, or in a similar administrative or operations role.
  • Experience administering a corporate credit card program or a travel and expense platform; Concur experience is strongly preferred.
  • Strong organizational, communication, and vendor-management skills.
  • Ability to work independently and manage multiple competing priorities.
  • Ability to support onsite and remote or hybrid teams.
  • Familiarity with Microsoft 365, Slack, and scheduling platforms.
  • Experience coordinating travel, meetings, and vendor relationships.
  • High level of discretion and professionalism when handling sensitive financial and personnel information.
Responsibilities
  • Maintain office supplies and general tidiness.
  • Ensure the office is ready for meetings and events.
  • Serve as the point of contact for facility vendors and liaise with building management regarding permits, insurance clearances, and quotes.
  • Receive deliveries and coordinate pickups from FedEx and Amazon lockers.
  • Manage incoming mail by scanning, forwarding, and distributing it promptly.
  • Send and receive courier packages.
  • Assist with booking office space, conference rooms, catering, meals, and audiovisual equipment.
  • Coordinate travel and hotel arrangements for team meetings, go-lives, and team-building events.
  • Book travel for employees without corporate cards and for external guests such as trainers, clients, candidates, and guest speakers.
  • Support planning and research for large company events, including company summits and client events.
  • Manage employee badge setup for suite access using Prism.
  • Oversee license plate registration and parking application setup for designated parking spots.
  • Serve as the company administrator and primary contact for MUFG.
  • Handle direct calls from MUFG agents for transaction confirmation.
  • Assist cardholders with questions and concerns and process new card requests for new hires and job changes company-wide.
  • Deactivate cards for terminated employees and order replacements for lost or stolen cards.
  • Investigate fraudulent charges and duplicate transactions on accounts payable cards or executive accounts.
  • Administer Concur user account setup, deactivation, supervisor and department changes, and card linking.
  • Reroute expense and travel approvals during supervisor leave or travel.
  • Manage major Concur account changes involving acquisitions, state or country tax changes, and travel and expense policy updates.
  • Build budgetary, environmental, social, and governance reports and manage finance and administration permissions.
  • Coordinate technical case logs, requests, and secondary credit card vendor integrations with Concur.
  • Set up billable client coding for client reimbursements and go-live tracking.
  • Contact and negotiate corporate rates with car rental companies and hotels.
  • Serve as the main contact for Bambora regarding employee reimbursements and bank funding setup.
  • Deliver travel and expense training and investigate missing payments or reimbursement issues.
  • Answer company-wide questions about expenses and travel booking.
  • Provide onsite assistance to remote Executive Assistants for scheduling and logistics.
Desired Qualifications
  • Experience negotiating corporate rates with vendors.

PerfectServe provides a healthcare-focused communication and collaboration platform designed for hospitals, health systems, and clinics. The platform includes secure messaging, provider scheduling, nurse communication, medical answering services, and patient-family communication, licensed through a subscription with organization-specific customization. It emphasizes HIPAA-compliant, secure data handling to protect patient information and routes messages and information to the right care team at the right time. Its goal is to improve patient outcomes and operational efficiency by streamlining communication across care teams.

Company Size

201-500

Company Stage

Series D

Total Funding

$35.9M

Headquarters

Knoxville, Tennessee

Founded

1999

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Simplify Jobs

Simplify's Take

What believers are saying

  • PerfectServe crossed $100 million annual revenue in 2025, signaling durable enterprise demand.
  • San Juan Regional Medical Center selected PerfectServe's full platform in March 2026.
  • The Five9 partnership expands into hospital contact centers and patient experience workflows.

What critics are saying

  • Gartner noted PerfectServe must reduce integration costs and improve user adoption.
  • Fragmented clinical communication vendors still trap buyers, slowing replacement cycles and procurement.
  • If Epic or Oracle Health consolidate scheduling and messaging better, PerfectServe’s differentiation erodes.

What makes PerfectServe unique

  • Gartner named PerfectServe highest execution and furthest vision in 2026.
  • PerfectServe serves 500 hospitals, 30,000 practices, and 1 million users.
  • Its platform unifies scheduling, secure messaging, patient outreach, switchboard, and alerting.

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Benefits

Remote Work Options

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

401(k) Company Match

Paid Vacation

Internal Advancement Opportunities

Growth & Insights and Company News

Headcount

6 month growth

1%

1 year growth

1%

2 year growth

0%
The Astorian
Apr 22nd, 2026
PerfectServe ranks #1 across all use cases in the gartner(r) Critical Capabilities for Clinical Communication and Collaboration report.

PerfectServe ranks #1 across all use cases in the gartner(r) Critical Capabilities for Clinical Communication and Collaboration report. GlobeNewswire | PerfectServe Today at 6:01am PDT MIAMI, April 22, 2026 (GLOBE NEWSWIRE) - PerfectServe(R), a leading provider of cloud-based unified communication and provider scheduling solutions, today announced its #1 ranking across all five use cases - Collaborate on Care, Coordinate Care, Engage Patient and Caregiver, Access Critical Results, and Ensure Patient Safety - in the 2026 Gartner Critical Capabilities for Clinical Communication and Collaboration report.[1] Gartner describes its Critical Capabilities notes as "companion research" to Magic Quadrant reports that "provide deeper insight into the capability and suitability of providers' IT products and services based on specific or customized use cases." "Eight years ago, PerfectServe made a deliberate decision to assemble critical technology that we believed closely aligned with the Gartner vision for a real-time health system," said PerfectServe CEO Guillaume Castel. "As our growth to 1 million users and $100 million in revenue demonstrates, this approach has clearly resonated in the market. We believe our #1 rankings in the 2026 Critical Capabilities report reinforce that we have never deviated from our core mission: accelerating speed to care in all settings and for all users with the best care team collaboration technology." PerfectServe's scores across the five categories (along with use case definitions from Gartner) are as follows: * Collaborate on Care | 4.19 out of 5: This involves communicating with care team members within a clinical pathway, a treatment plan, or a patient encounter. * Coordinate Care | 4.10 out of 5: This involves securely routing calls and messages and sharing information and artifacts in near real time to expedite the patient journey. * Engage Patient and Caregiver | 4.19 out of 5: This involves engaging the patient, family members, and caregivers before, during, and after a patient encounter or hospital stay. * Access Critical Results | 3.98 out of 5: This involves compliantly and promptly accessing, updating, and viewing patient EHI on a mobile device. This includes lab results, clinical documentation, medical images, medications, and problem lists. * Ensure Patient Safety | 4.15 out of 5: This involves CC&C platform capabilities to ensure patient safety during a hospital stay and responses to common patient safety risks. This includes adverse drug events, hospital-acquired infections, patient falls, staffing shortages, and care coordination and transition challenges. These capabilities are built on a foundational PerfectServe principle: rule-based intelligent routing across all communications - from messages and calls to alerts and alarms - powered by real-time provider schedules. With this functionality baked into every deployment, PerfectServe has differentiated itself as a vendor uniquely capable of automating complex workflows, removing points of friction, and improving care team communication for healthcare organizations of all sizes. In the past few months, PerfectServe published case studies with Allegheny Health Network and Munson Healthcare that demonstrate the real-world impact of better communication: * Allegheny partnered with PerfectServe to automate alerting workflows for their regional telestroke network, which includes 20 spoke hospitals and one hub facility. 18 months after switching to PerfectServe, the new workflow reduced Allegheny's average door-to-needle time by 10 minutes and decreased calls to and from their transfer center by 10,000. * As part of a broad modernization effort, Munson replaced their on-prem call center technology with PerfectServe's cloud-based Operator Console. They also deployed the Clinical Collaboration and Lightning Bolt Scheduling solutions. Over the next 13 months, Munson saw call volume to the call center decrease by 56,000, and they retired 600 hard pagers (40% of the total) to the tune of $120,000 in annual cost savings. In addition to its recognition in the Critical Capabilities report, PerfectServe was also acknowledged as highest in execution and furthest in vision in the 2026 Gartner Magic Quadrant for Clinical Communication and Collaboration.[2] Complimentary copies of both reports are available on the PerfectServe website. 1. Gartner, Critical Capabilities for Clinical Communication and Collaboration, Barry Runyon and Gregg Pessin, 13 January 2026. 2. Gartner, Magic Quadrant for Clinical Communication and Collaboration, Barry Runyon and Gregg Pessin, 13 January 2026. Objectivity Disclaimer Gartner does not endorse any company, vendor, product or service depicted in its publications, and does not advise technology users to select only those vendors with the highest ratings or other designation. Gartner publications consist of the opinions of Gartner's business and technology insights organization and should not be construed as statements of fact. Gartner disclaims all warranties, expressed or implied, with respect to this publication, including any warranties of merchantability or fitness for a particular purpose. Gartner and Magic Quadrant are trademarks of Gartner, Inc., and/or its affiliates. About PerfectServe PerfectServe accelerates speed to care by optimizing provider schedules, streamlining clinical communication, and engaging patients and their families in the care experience. Its cloud-based software simplifies complex clinical workflows and schedules with secure and timely communication by dynamically routing messages to the right person at the right time. The Daily Astorian drive more efficient care collaboration in all settings to improve patient outcomes and bring joy back to caregivers. PerfectServe has over 25 years of experience and is a trusted partner to more than 500 hospitals and 30,000 medical practices. PerfectServe Contact: Matt Kothe | Director, Corporate Marketing 865.776.9824 [email protected] This is a paid placement. For further inquiries, please contact GlobeNewswire directly.

GlobeNewswire
Mar 24th, 2026
San Juan Regional Medical Center selects full PerfectServe platform for enterprise communication and scheduling overhaul.

San Juan Regional Medical Center selects full PerfectServe platform for enterprise communication and scheduling overhaul. Unique platform breadth, advanced capabilities, integrated patient-family communication, highly collaborative project team made PerfectServe the clear choice. March 24, 2026 09:04 ET | Source: PerfectServe MIAMI and FARMINGTON, N.M., March 24, 2026 (GLOBE NEWSWIRE) - PerfectServe(R), a leading provider of cloud-based unified communication and provider scheduling solutions, and San Juan Regional Medical Center (SJRMC), the Four Corners region's primary healthcare provider, today announced a new partnership to implement a single, enterprise-wide platform that will unify communication, scheduling, alerting, and care coordination across all clinical venues. SJRMC will adopt PerfectServe's full suite of clinical communication, provider scheduling, switchboard, patient communication, and emergency alerting solutions from the outset, making the project one of SJRMC's most definitive efforts to streamline clinical operations and reduce day-to-day burdens for clinicians. A Critical Need for Consistent, Real-Time Communication Serving a large and diverse community, SJRMC depends on clear, reliable communication across emergency care, inpatient units, clinics, and ancillary departments. Leadership recognized that outdated tech and fragmented systems were creating avoidable delays and additional stress for clinicians. "We've seen firsthand how inefficient communication pathways impact everything from patient flow to clinician satisfaction," said John Gaede, Chief Information Officer at SJRMC. "PerfectServe gives us a single platform that connects every part of our organization. When clinicians can connect instantly and reliably in every scenario, they can shift their complete focus to caring for patients." A Unified Platform to Support Clinicians and Patients The partnership will bring scheduling, secure communication, alerting, patient outreach, and switchboard workflows together in one system, replacing a number of standalone tools that previously required separate maintenance, integrations, and training. "For us, this isn't about adopting another technology - it's about fundamentally transforming how we communicate," said Dr. Carlo Hallak, Physician Informatics Executive at SJRMC. "PerfectServe supports the entire conversation around patient care, including pre-visit communication, coordination during the visit, follow-up afterward, and after-hours escalation. That level of continuity is incredibly valuable." A Partnership Built on Shared Purpose PerfectServe's leadership team emphasized the joy of working with such a mission-driven health system and noted how closely aligned both organizations have been from the start. SJRMC's leaders highlighted PerfectServe's hands-on approach during the evaluation process, including rapid on-site engagement, enthusiastic involvement from executives, and a willingness to collaborate on complex challenges. "It's a privilege to work with San Juan Regional Medical Center on such an important project," said PerfectServe CEO Guillaume Castel. "Their team is hyper focused on finding the best way to serve their community, and when they saw an opportunity to improve communication and other operational workflows while removing common obstacles for clinicians, they took decisive action. We're committed to helping them build a better communication and scheduling ecosystem that meets their needs for years to come." Driving Toward Measurable Clinical and Operational Improvement SJRMC and PerfectServe will work closely in the coming months to prepare for a comprehensive go-live. Early goals include a smooth transition with minimal disruption, while long-term goals include tangible improvements in metrics like: * Patient throughput and ED-to-inpatient handoff times * Length of stay and discharge workflows * Time-to-intervention for deteriorating patients * Clinician experience and communication efficiency * Bed management, alerts, and coordination across service lines "PerfectServe is the single most important project we're undertaking," Gaede added. "It has the power to create immediate wins while also serving as the foundation for transformation well into the future." About PerfectServe PerfectServe accelerates speed to care by optimizing provider schedules, streamlining clinical communication, and engaging patients and their families in the care experience. Our cloud-based software simplifies complex clinical workflows and schedules with secure and timely communication by dynamically routing messages to the right person at the right time. We drive more efficient care collaboration in all settings to improve patient outcomes and bring joy back to caregivers. PerfectServe has over 25 years of experience and is a trusted partner to more than 500 hospitals and 30,000 medical practices. About San Juan Regional Medical Center San Juan Regional Medical Center is a non-profit, acute care hospital and Level III Trauma Center with 198 licensed beds. Better is our mission, improving lives through personalized health and care. As a community provider in San Juan County, we deliver a remarkable range of highly personalized and specialized healthcare services to the people of the entire Four Corners region. San Juan Regional Medical Center is accredited by DNV. More information is available at sanjuanregional.com. PerfectServe Contact: Matt Kothe | Director, Corporate Marketing 865.776.9824 [email protected]

PR Newswire
May 6th, 2025
Perfectserve Announces Winners Of 2025 Nurses Of Note Awards Program

As National Nurses Week begins, winners honored for excellence in leadership, technology innovation, team support, and patient-centered careKNOXVILLE, Tenn., May 6, 2025 /PRNewswire/ -- PerfectServe®, a leading provider of cloud-based clinical collaboration and provider scheduling solutions, today announced the winners of the 2025 Nurses of Note awards program.Launched in 2021 to recognize nurses making exceptional contributions to healthcare, the program shines a spotlight on individuals who exemplify innovation, compassion, and leadership in the nursing profession

McKnight's Senior Living
Mar 11th, 2025
Business briefs, March 11

Brookdale ends February with occupancy at 80.8%... NIC: 8 themes shaping the senior living marketplace... AARP joins calls for Congress to reject Medicaid cuts... Lumber included in delay of Mexican, Canadian tariffs... HHS investigates 4 healthcare providers over DEI workforce opportunities... PerfectServe launches 2025 Nurses of Note awards program with new categories

PR Newswire
Mar 10th, 2025
Perfectserve Launches 2025 Nurses Of Note Awards Program With New Categories

Winners will receive gifts including a $200 cash prize and will be featured in profiles penned by the PerfectServe team. Post thisSince its inception in 2021, Nurses of Note has recognized over 500 outstanding nurses for their dedication and impact in healthcare. This year's program introduces a focused approach with four award categories:Innovative Technology Utilization Award : Recognizes a nurse who has demonstrated exceptional skill and creativity in utilizing technology to improve patient care, streamline workflows, or enhance communication within their health system.: Recognizes a nurse who has demonstrated exceptional skill and creativity in utilizing technology to improve patient care, streamline workflows, or enhance communication within their health system. Excellence in Nursing Leadership Award : Celebrates a nurse leader who has demonstrated exceptional leadership qualities, inspiring and guiding their team to achieve high standards of care and operational excellence. (Reserved for nursing leadership titles only: CNO, CNIO, etc.): Celebrates a nurse leader who has demonstrated exceptional leadership qualities, inspiring and guiding their team to achieve high standards of care and operational excellence. (Reserved for nursing leadership titles only: CNO, CNIO, etc.) Exceptional Team Support Award : Honors a nurse who has shown outstanding dedication to supporting and uplifting their coworkers through mentorship, collaboration, or consistently going above and beyond for team members.: Honors a nurse who has shown outstanding dedication to supporting and uplifting their coworkers through mentorship, collaboration, or consistently going above and beyond for team members