Patient Travel Coordinator Manager

About the role

We are seeking an experienced Patient Travel Coordinator Manager to lead and develop a global patient travel and reimbursement service supporting clinical trial participants. In this role, you will oversee the end-to-end coordination of patient travel logistics and expense reimbursement, ensuring a seamless and positive experience for patients. You will build operational processes, manage a growing team, and establish service standards that prioritize personalized patient care. Working closely with internal departments, external vendors, and potential clients, you will ensure efficient workflows and high-quality service delivery. You will also contribute to financial oversight, technology integration, and continuous process improvement. This is an exciting opportunity to shape a developing service offering while making clinical trial participation more accessible and less burdensome for patients worldwide.

Responsibilities

• Establish end-to-end operational workflows, departmental guidelines, and training materials.
• Assign employees to projects, manage personnel, and oversee departmental performance.
• Review clinical trial protocols and visit schedules for new project bids to ensure proposed services align with patient populations and anticipated needs.
• Present service capabilities to prospective clients and support the preparation and defense of project bids.
• Coordinate and streamline internal cross-functional workflows and external vendor procedures.
• Develop financial tracking, budgeting, and reporting tools to monitor departmental spending.
• Ensure vendor invoices are received monthly, accurately recorded, and submitted through the accounting system for payment.
• Coordinate with Travel and Finance teams to manage expenditures and ensure sufficient funding for payment accounts.
• Oversee technology enhancements and system integrations, ensuring implementation within required timelines.
• Assess departmental processes, identify improvement opportunities, and implement more efficient workflows.
• Evaluate staff capacity against the anticipated project pipeline and develop short- and long-term workforce plans.
• Recruit, onboard, and train new team members as the service expands.
• Maintain clear, effective communication across teams, vendors, and stakeholders.
• Provide occasional evening or weekend assistance for urgent patient travel situations.
• Take on additional projects and responsibilities as required.

Requirements

• Bachelor's degree in a relevant field.
• At least 5 years of experience in patient travel coordination and payment or reimbursement services.
• Previous experience managing employees, teams, or departmental operations.
• Strong knowledge of international travel logistics, infrastructure, and associated cost drivers.
• Understanding of the pharmaceutical and clinical research industries, including the impact of clinical trial participation on patients and the importance of patient support services.
• Previous experience working in a clinical research or healthcare environment.
• Strong organizational and time management skills, with the ability to manage multiple projects, priorities, and deadlines simultaneously.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Excellent communication, coordination, and problem-solving abilities.
• A proactive, determined, and adaptable mindset, with enthusiasm for developing a new service offering.
• A collaborative attitude, genuine commitment to supporting patients, and strong interpersonal skills.
• Spanish language proficiency is an advantage but is not required.
• Flexibility to provide occasional evening or weekend support for patient travel emergencies.

Benefits

Target annual salary: $100,000–$150,000, depending on skills and experience. Potential eligibility for performance-based bonus awards.

• Medical, dental, and vision insurance.
• 401(k) retirement savings plan.
• Paid vacation, sick days, and holidays.
• Work-from-home flexibility for eligible positions.
• Short-term and long-term disability insurance.
• Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA).
• Life and Accidental Death & Dismemberment (AD&D) insurance.
• Pet insurance.
• Reimbursement for business travel expenses, including food and gas allowances, rental cars, and hotel accommodations.
• Opportunities for professional development through structured onboarding, industry-recognized training programs, ongoing learning, and mentorship.
• Clear career progression opportunities and an environment that encourages innovation, collaboration, and employee-driven improvements.
• Collaborative workplace culture with accessible leadership and company-sponsored social events.