Office Manager/Client Coordinator

Office Manager / Client Communications Coordinator

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?

Visibility CFO Deal Advisors is growing, and we are looking for a high-ownership team member who can help manage office operations, support client communication, keep internal projects on track, and handle a mix of administrative, invoicing, and outreach responsibilities.

If you are an exceptional communicator who is organized, proactive, and energized by helping a high-performing team operate smoothly, we would love to hear from you.

Who We Are

Visibility CFO Deal Advisors helps business owners protect the value of what they have created through the sale of their business from prep to close and beyond. We  help owners prepare for sale, improve clarity, reduce risk, and navigate the transaction process with greater confidence.

We are not a traditional firm. We are a fast-moving, client-focused advisory business that values:

• Strong communication
• Follow-through
• Solution-oriented thinking
• Ownership and initiative
• Growth and continuous improvement
• Kindness, respect, and professionalism

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

Outreach & CRM Support

• 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

Billing & Recordkeeping Support

• 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 accurately
• Outreach efforts are tracked and executed consistently
• The team trusts that details are being handled and communication is not breaking down

What We Offer

• Full-time hourly position
• $18–$28 per hour, based on experience
• Opportunity for growth and advancement
• Bonus opportunities
• The chance to grow with a business focused on helping owners protect and maximize the value of what they have built

How to Apply: Email  with your resume.

• info@visibilitycfo.com