Office Manager and Travel & Expense Coordinator - Onsite Miami

Office Manager and Travel & Expense Coordinator - Onsite MiamiMiami, Florida, United StatesWhat is PerfectServe?PerfectServe is a leading provider of clinical communication and physician scheduling solutions in the health IT space. The company was founded in 1997 and has grown steadily since then, with a notable jump after several major acquisitions were announced in 2019. PerfectServe now has 400+ employees, 30,000+ customers spanning medical practices, hospitals, and health systems and $100 million+ in annual revenue. PerfectServe's mission is to accelerate speed to care by optimizing provider schedules and routing communications including messages, pages, calls, and alerts to the right place at the right time in any care setting. By facilitating real-time information sharing, building better schedules, and automating important clinical workflows, we believe we can help our customers advance patient care and improve the well-being of their clinicians. Leading analyst firms like Gartner and KLAS Research have consistently validated our approach:In 2026, PerfectServe was named highest in execution and furthest in vision in the Gartner Magic Quadrant for Clinical Communication and Collaboration the clear segment leader.PerfectServe also received two Best in KLAS awards in 2026 one for physician scheduling and another for ambulatory clinical communications. That makes for 11 Best in KLAS awards over the past 9 years.At PerfectServe, you'll have a unique opportunity to join a collaborative team with decades of experience that finds new ways to delight our customers every day. This involves consistent efforts to stay on the cutting edge of product development, which includes everything from implementing AI in new and existing solutions to brainstorming with customers about novel workflows. But you don't have to be in product to make an impact everybody at PerfectServe contributes to important work that moves the business forward. If you're looking for a well-established, tech-forward company full of smart people doing meaningful work, you've found the right place!About the RoleWe'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 ResponsibilitiesOffice Coordination & UpkeepMaintain office supplies (water, coffee, snacks, kitchen) and general tidinessEnsure the space is ready for meetings and eventsServe as point of contact for facility vendors (e.g., shredding services) and liaise with building management on permits, insurance clearances, and quotesPackage & Mail ManagementReceive deliveries and coordinate pickups from lockers (FedEx/Amazon)Manage incoming mail scanning, forwarding, and timely distributionSend and receive courier packagesMeeting, Travel & Event SupportAssist with booking office space, conference rooms, catering, meals, and AV equipmentCoordinate travel and hotel arrangements for team meetings, go-lives, and team-building eventsBook 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 AdministrationManage employee badge setup for suite access using PrismOversee license plate registration and parking app setup for designated spotsCorporate Credit Card Program AdministrationServe as company administrator and primary contact for MUFGHandle direct calls from MUFG agents for transaction confirmationAssist cardholders with questions and concerns; process new card requests for new hires and job changes company-wideDeactivate cards for terminated employees company-wide; order replacements for lost or stolen cardsInvestigate fraudulent charges or duplicate transactions on AP cards or executive accountsConcur (Travel & Expense) AdministrationServe as main company administrator and point of contact for all employeesManage user account setup, deactivation, and supervisor/department changes; link new cards to Concur accountsRe-route expense and travel approvals during supervisor PTO or travelOwn 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 permissionsCoordinate with Concur on technical case logs, requests, and secondary credit card vendor integrationsSet up billable client coding for client reimbursements and go-live trackingContact and negotiate corporate rates with car rental companies and hotelsServe as main contact for third-party funding partner (Bambora) for employee reimbursements and bank funding setupDeliver travel & expense training; investigate missing payments or reimbursement issuesField companywide questions on expense or travel bookingExecutive SupportProvide on-site assistance to our remote Executive Assistants for scheduling and logisticsAdditional responsibilities may be assigned as business needs require.QualificationsMinimum 3+ years of experience as an Office Manager, Travel & Expense Administrator, or similar administrative/operations roleExperience administering a corporate card program and/or a T&E platform; Concur experience strongly preferredStrong organizational, communication, and vendor-management skillsAbility to work independently and manage multiple, competing prioritiesComfortable supporting both on-site and remote/hybrid teamsTech-savvy, with familiarity in Microsoft 365, Slack, and scheduling platformsExperience coordinating travel, meetings, and vendor relationshipsHigh level of discretion and professionalism when handling sensitive financial and personnel informationExperience negotiating corporate rates with vendors a plusWhy 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. 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.Benefits:Remote first work environmentHealth, Dental, Vision, Life and Disability Insurance options available day one.401K - with match and immediately vested.17 company holidays, 2 floating holidays plus competitive paid time off policyInternal Advancement Opportunities