Office Manager and Travel & Expense Coordinator - Onsite Miami

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 importa...

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.

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.
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
Receive deliveries and coordinate pickups from lockers (FedEx/Amazon)
Manage incoming mail — scanning, forwarding, and timely distribution
Send and receive courier packages
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)
Manage employee badge setup for suite access using Prism
Oversee license plate registration and parking app setup for designated spots
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
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
Provide on-site assistance to our remote Executive Assistants for scheduling and logistics
Additional responsibilities may be assigned as business needs require.

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