Client Operations and Communications Coordinator

Visibility-CFO-; Phoenix (AZ); On-site; USD 51,577,000 - 80,231,000; Full time

Benefits offered by this job

Growth opportunities

Job summary

Visibility CFO Deal Advisors in Phoenix, AZ seeks an organized, proactive Office & Admin Specialist to keep client communication, scheduling, invoicing, CRM data, and office routines running smoothly. You will report to the founders and partner with the team to deliver a consistently professional experience for clients and colleagues.

Responsibilities include handling client onboarding, preparing invoices, tracking time, supporting QuickBooks tasks, maintaining records, coordinating outreach

Qualifications

• 1+ years in office management, executive assistance, client service, operations support, or a similar role.
• Experience with QuickBooks, CRM systems, and standard office software is helpful.
• Experience supporting invoicing, time tracking, scheduling, or administrative recordkeeping is desirable.

Responsibilities

• Serve as a professional, responsive first point of contact for clients and external partners.
• Coordinate client onboarding, scheduling, reminders, and follow-up.
• Maintain organized office, records, and digital files to support the advisory team.

Skills

Office management

Executive assistance

Client service

Operations support

Account coordination

Tools

QuickBooks

CRM systems

Microsoft Office

Google Workspace

Job description

Visibility CFO Deal Advisors

Are you the kind of person who naturally keeps everyone informed, follows up without being asked, and makes sure nothing slips through the cracks? Do you love being the communication hub in a growing business — keeping clients, team members, and projects moving with professionalism, warmth, and urgency?

Who We Are

We help owners prepare for sale, improve the credibility of their financial story, resolve issues before buyers find them, and guide the transaction process from readiness through close. Our work brings together financial, tax, legal, and transaction support so business owners can protect more of the value they have built.

Our clients are making high-stakes decisions about businesses they have spent years building. That means responsiveness, discretion, follow-through, and professionalism matter.

We have high standards without unnecessary bureaucracy. We are a fast-moving, client-focused advisory business that stands for the following core values:

• Relentless Solutions
• Always Improving
• Finish Strong
• Precision Matters
• Straight Talk
• Human First

We care deeply about client experience. We believe responsiveness, clarity, and execution matter — especially when clients are making high-stakes decisions about the businesses they have spent years building.

The Role

Primary outcome: Keep the office, client communication, and administrative systems organized so clients receive a professional experience and the advisory team can stay focused on high-value work.

You will report directly to the founders and work closely with internal team members, clients, and external partners.

This role is ideal for someone who enjoys being the communication hub of a business. You will not need to know everything on day one, but you must be willing and able to learn quickly, ask good questions, use sound judgment, and take ownership of recurring responsibilities.

What You Will Own

Client Communication & Coordination

• Serve as a professional, responsive first point of contact for clients and external partners
• Answer and route incoming calls appropriately; call volume is not high, but each interaction matters
• Manage client correspondence, scheduling, reminders, and follow-up
• Help coordinate client onboarding, including intake materials, engagement logistics, and internal handoffs
• Ensure clients receive timely updates and that commitments, requests, and next steps are tracked
• Coordinate with internal team members to keep deadlines, responsibilities, and deliverables visible

Office Management

• Keep the physical office organized, professional, stocked, and welcoming
• Manage office supplies, vendors, repairs, mail, and recurring administrative needs
• Support team meetings, office activities, celebrations, and occasional events
• Maintain orderly digital and physical administrative records

Billing, Timekeeping & Administrative Support

• Prepare invoices, track billing status, and follow up on outstanding items professionally
• Track team time and help maintain accurate records for client billing and internal reporting
• Support basic QuickBooks tasks and expense tracking
• Maintain organized files, forms, and recurring administrative workflows
• Assist with scheduling, document coordination, and general administrative support across the business

CRM & Outreach Support

• Keep CRM records, contact information, and pipeline activity accurate and current
• Support approved outreach and follow-up campaigns by preparing lists, sending communications, and tracking responses
• Ensure no qualified inquiry or client follow-up is lost because of poor tracking or inconsistent communication

What Success Looks Like

Within 30 days:

• You understand our core systems, client journey, communication standards, and office routines
• Client inquiries and internal requests are organized, acknowledged, and routed promptly
• You have identified gaps or recurring issues in office and administrative workflows

Within 60 days:

• Client onboarding, scheduling, follow-up, invoicing support, and time tracking run through reliable processes
• The CRM and administrative records are current and usable
• The office operates smoothly without founders needing to manage routine details

Within 90 days:

• Clients and team members consistently experience clear, timely, professional communication
• Follow-up happens without founders needing to chase it
• Invoicing, time tracking, and administrative records are accurate and on schedule
• The office is organized, well-managed, and ready for clients and team activity

Who You Are

You may be a fit if:

• Communicate clearly and professionally in writing, by phone, and in person
• Naturally follow up, close loops, and keep people informed
• Are highly organized and comfortable managing multiple moving priorities
• Notice details and address them before they become problems
• Take initiative instead of waiting to be told every next step
• Are warm, polished, discreet, and comfortable interacting with business owners and professional partners
• Enjoy creating systems, checklists, and order in a growing business
• Learn new software and processes quickly
• Can shift between client communication, office operations, billing support, and coordination without losing accuracy
• Are dependable, emotionally steady, and accountable for your work

Experience That Will Help:

• 1+ years in office management, executive assistance, client service, operations support, account coordination, or a similar role
• Experience with QuickBooks, CRM systems, Microsoft Office, Google Workspace, and general office technology
• Experience supporting invoicing, time tracking, scheduling, or administrative recordkeeping
• Experience in professional services, legal, finance, accounting, consulting, or another client-facing environment is helpful
• Bookkeeping experience is helpful but not required

We care more about judgment, ownership, communication, and follow-through than a perfect background.

Position Details

• Full-time hourly position
• $18–$28 per hour, based on experience and demonstrated capability
• Location: In Office
• Growth opportunity: As Visibility CFO Deal Advisors scales, this role can expand into broader client operations, executive support, or office leadership responsibilities.