Office Manager and Travel & Expense Coordinator

About the Role

We're looking for a proactive, highly organized Office Manager and Travel & Expense Coordinator to lead day-to-day operations for our Miami office and serve as PerfectServe's company-wide administrator for corporate travel, expense, and card programs. This full-time, onsite role ensures a professional, welcoming experience for employees and visitors, while also owning critical financial operations infrastructure that supports the entire organization. You'll work closely with our two remote Executive Assistants to provide exceptional, coordinated support across the business.

Key Responsibilities

Office Coordination & Upkeep

• Maintain office supplies (water, coffee, snacks, kitchen) and general tidiness
• Ensure the space is ready for meetings and events
• Serve as point of contact for facility vendors (e.g., shredding services) and liaise with building management on permits, insurance clearances, and quotes

Package & Mail Management

• Receive deliveries and coordinate pickups from lockers (FedEx/Amazon)
• Manage incoming mail — scanning, forwarding, and timely distribution
• Send and receive courier packages

Meeting, Travel & Event Support

• Assist with booking office space, conference rooms, catering, meals, and AV equipment
• Coordinate travel and hotel arrangements for team meetings, go-lives, and team-building events
• Book travel for non-corporate-cardholders company-wide (team events, go-lives, etc.) and for external guests (trainers, clients, candidates, guest speakers)
• Support planning and research for large company events (e.g., PS Summits, client events)

Badge, Access & Parking Administration

• Manage employee badge setup for suite access using Prism
• Oversee license plate registration and parking app setup for designated spots

Corporate Credit Card Program Administration

• Serve as company administrator and primary contact for MUFG
• Handle direct calls from MUFG agents for transaction confirmation
• Assist cardholders with questions and concerns; process new card requests for new hires and job changes company-wide
• Deactivate cards for terminated employees company-wide; order replacements for lost or stolen cards
• Investigate fraudulent charges or duplicate transactions on AP cards or executive accounts

Concur (Travel & Expense) Administration

• Serve as main company administrator and point of contact for all employees
• Manage user account setup, deactivation, and supervisor/department changes; link new cards to Concur accounts
• Re-route expense and travel approvals during supervisor PTO or travel
• Own major account changes (company acquisitions, state/country tax changes, T&E policy updates)
• Build reports (budgetary, ESG, and other reporting needs) and manage finance/administration permissions
• Coordinate with Concur on technical case logs, requests, and secondary credit card vendor integrations
• 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 main contact for third-party funding partner (Bambora) for employee reimbursements and bank funding setup
• Deliver travel & expense training; investigate missing payments or reimbursement issues
• Field companywide questions on expense or travel booking

Executive Support

• Provide on-site assistance to our remote Executive Assistants for scheduling and logistics
• Additional responsibilities may be assigned as business needs require.

Qualifications

• Minimum 3+ years of experience as an Office Manager, Travel & Expense Administrator, or similar administrative/operations role
• Experience administering a corporate card program and/or a T&E platform; Concur experience strongly preferred
• Strong organizational, communication, and vendor-management skills
• Ability to work independently and manage multiple, competing priorities
• Comfortable supporting both on-site and remote/hybrid teams
• Tech-savvy, with familiarity in 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
• Experience negotiating corporate rates with vendors a plus

 Why Join PerfectServe?
At PerfectServe, we are transforming healthcare communication and collaboration to help clinicians deliver better care. You’ll work with a dedicated and mission-driven team in an environment that values growth, transparency, and innovation.

**Please do not use AI tools to generate your application materials. We value authentic, personal communication and want to understand your unique voice and perspective.**
We offer a compensation range of $21 to $26/hr USD, with compensation tailored to your background, strengths, and potential to grow within the team.
The salary range listed for this role reflects our commitment to pay transparency and is based on market data, internal equity, and the scope of responsibilities. compensation will be determined by a combination of factors, including the candidate’s experience, skills, and the specific team or product area they support.
We regularly review compensation across the company to ensure fairness and consistency. If you are a current employee and have questions about how your compensation aligns with our ranges, we encourage you to speak with your manager or People Operations.