Office Manager / Client Communications Coordinator

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 hiring a highly organized, proactive Office Manager & Client Communications Coordinator to keep our office operations, client communication, and administrative systems running smoothly.

This is not a passive administrative role. You will be the person who notices what needs attention, follows through without being chased, keeps clients and team members informed, and makes sure important details do not get lost.

You will support a growing advisory firm that helps business owners prepare for major financial and transaction decisions. If you are smart, professional, resourceful, and enjoy creating order in a fast-moving environment, this may be a strong fit.

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.

Who You Are

You may be a fit if:

• You are an excellent communicator — written, verbal, and interpersonal
• You naturally follow up, close loops, and keep people informed
• You are highly organized and good at managing multiple priorities without dropping details
• You are proactive and do not wait to be told every next step
• You are polished, professional, and comfortable interacting with clients and external partners
• You enjoy helping a growing business run smoothly behind the scenes
• You are detail-oriented and catch issues before they become bigger problems
• You are systems-minded and like creating order in fast-moving environments
• You are comfortable supporting office operations, client communication, invoicing, scheduling, and outreach coordination
• You are resourceful, growth-minded, and able to figure things out when the answer is not immediately obvious

Experience that would be helpful:

• 1+ years in office management, client service, operations support, executive assistance, account management, or a similar role
• Experience with QuickBooks, CRM systems, Microsoft Office, and general office technology
• 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

What the Job Looks Like

This is a hybrid support role for someone who can be the communication and coordination backbone of the business.

Client Communication & Coordination

• 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

Office Management

• 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

Administrative Support

• 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

What Success Looks Like in This Role

• Clients and team members experience clear, timely, professional communication
• Follow-up happens without being chased
• Internal projects move forward because communication is organized and consistent
• The office feels professional, organized, and well-managed
• Invoicing and administrative tasks are handled accuratelyOutreach efforts are tracked and executed consistently
• The team trusts that details are being handled and communication is not breaking down
• 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.