Office Manager and Travel & Expense Coordinator - Onsite Miami

PerfectServe • Miami, FL

6d • Onsite

About The Position

PerfectServe is seeking a proactive, highly organized Office Manager and Travel & Expense Coordinator to manage the day-to-day operations of their Miami office. This role also involves serving as the company-wide administrator for corporate travel, expense, and card programs. The position is full-time and onsite, aiming to provide a professional and welcoming environment for employees and visitors, while also managing critical financial operations infrastructure. The Office Manager will collaborate with two remote Executive Assistants to ensure coordinated support across the business.

Requirements

• 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.
• 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.

Nice To Haves

• Concur experience strongly preferred.
• Experience negotiating corporate rates with vendors a plus.

Responsibilities

• Maintain office supplies (water, coffee, snacks, kitchen) and general tidiness.
• Ensure the office space is prepared for meetings and events.
• Act as the point of contact for facility vendors (e.g., shredding services) and liaise with building management on permits, insurance clearances, and quotes.
• Manage package and mail operations, including receiving deliveries, coordinating pickups, scanning, forwarding, and distributing incoming mail.
• 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 and for external guests.
• Support planning and research for large company events.
• Manage employee badge setup for suite access using Prism.
• Oversee license plate registration and parking app setup for designated spots.
• Serve as the company administrator and primary contact for the MUFG corporate credit card program.
• Handle direct calls from MUFG agents for transaction confirmation.
• Assist cardholders with questions and concerns, process new card requests, and deactivate cards for terminated employees.
• Order replacements for lost or stolen cards and investigate fraudulent charges or duplicate transactions.
• Serve as the main company administrator and point of contact for Concur (Travel & Expense) 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.
• Handle 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 the main contact for the third-party funding partner (Bambora) for employee reimbursements and bank funding setup.
• Deliver travel & expense training.
• Investigate missing payments or reimbursement issues.
• Field company-wide questions on expense or travel booking.
• Provide on-site assistance to remote Executive Assistants for scheduling and logistics.
• Perform additional responsibilities as assigned by business needs.

Benefits

• Health, 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 policy.
• Internal Advancement Opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed