Client Communications & Office Operations Lead

Visibility CFO Deal Advisors; Phoenix (AZ); On-site; USD 25,000 - 39,000; Full time

Job summary

Visibility CFO Deal Advisors is seeking an organized, proactive Office Manager & Client Communications Coordinator to keep our office operations, client communication, and administrative systems running smoothly.

You will be the anchor who notices what needs attention, follows through without being chased, and keeps clients and team informed. This hybrid role supports a growing advisory firm handling high-stakes transactions for business owners.

Qualifications

• 1+ years in office management or similar role.
• Experience with client service and coordination.
• Experience in a professional services or advisory environment is a plus.
• Invoicing or bookkeeping support experience is helpful, but communication and follow-through are more important.

Responsibilities

• Serve as a professional, responsive point of contact for clients and external parties.
• Manage correspondence, follow-up, and communication with consistency and care.
• Help ensure client-related projects and next steps keep moving.
• Coordinate with internal team members so deadlines, updates, and responsibilities are clear.
• Support a high-quality client experience through timely, thoughtful communication.
• Help keep the physical office running smoothly and professionally.
• Manage office supplies, vendor coordination, and general office organization.
• Plan office activities and support team events or gatherings.
• Maintain a clean, functional, and welcoming office environment.
• Assist with cold lead outreach campaigns and follow-up.
• Help maintain accurate CRM records and contact lists.
• Support communication and tracking for business development efforts.
• Answer phones and direct calls appropriately (not high volume).
• Assist with scheduling, onboarding tasks, and maintaining internal systems.
• Support day-to-day coordination needs across the business.
• Assist with invoicing and billing follow-up.
• Help maintain accurate records and support basic QuickBooks tasks.
• Track office-related expenses and maintain organized administrative records.

Skills

Excellent communication

Follow-up

Highly organized

Proactive

Professional client interaction

Systems-minded

Detail-oriented

Invoicing

Scheduling

CRM coordination

Outreach coordination

Tools

QuickBooks

CRM systems

Microsoft Office

Job description

Visibility CFO Deal Advisors is seeking an organized, proactive Office Manager & Client Communications Coordinator to keep our office operations, client communication, and administrative systems running smoothly.

You will be the anchor who notices what needs attention, follows through without being chased, and keeps clients and team informed. This hybrid role supports a growing advisory firm handling high-stakes transactions for business owners.