Operations & Client Services Coordinator
Tsark Architecture LLC | Melbourne, FL | Full-Time | $55,000–$65,000 DOE + Benefits
About Tsark Architecture
Tsark Architecture LLC is a full-service architectural firm based in Melbourne, Florida, with approximately 75 active projects spanning healthcare, municipal, K-12 education, defense technology, and commercial sectors. The firm is led by founder and principal Greg Tsark, AIA, and a team of six design and project management professionals. We operate with a close-knit, high-trust culture where everyone's contributions matter and quality of work — and quality of life — are both taken seriously.
Position Summary
The Operations & Client Services Coordinator plays a central role in keeping Tsark Architecture running smoothly day to day. This role handles financial data entry, project tracking, subconsultant communications, and general office rhythm — so the principal and project managers can stay focused on design and client work.
This is a hands-on role with meaningful responsibility. You'll work closely with the principal, learn the firm's systems (training provided), and become the person who keeps everything organized and on track. The right fit is someone who is organized, reliable, and takes satisfaction in doing detailed work well.
Core Responsibilities
**Financial & Database Operations**
Keep the firm's Microsoft Access database current — entering client invoices, tracking subconsultant invoices from request through payment, updating project fees and phases, and maintaining the firm's Outstanding Liabilities records.
**Accounts Receivable & Payable**
Post weekly bank transactions in QuickBooks, assist with the weekly check run, verify EFT deposits, and manage subconsultant invoice files through each stage of the payment process.
**Subconsultant Communications**
Send invoice requests to subconsultants following each client billing cycle, confirm receipt of invoices, and follow up on outstanding requests.
**Proposal & Project Setup**
Enter proposal and amendment records in the database when proposals are delivered or approved. Set up new projects in the firm's time-tracking system and notify staff.
**Reporting & Recurring Operations**
Support the biweekly financial report cycle, maintain project folder structure in OneDrive, and handle recurring monthly tasks including rent, payroll contributions, and credit card payments.
Qualifications
**Required**
- High attention to detail — data accuracy is essential in this role
- Strong organizational skills — ability to manage multiple concurrent tasks and deadlines
- Proficiency in Microsoft Office suite, especially Excel and Outlook
- Comfortable learning and working in Microsoft Access (training provided)
- Clear written communication — emails to clients and subconsultants reflect the firm's professionalism
- Positive, team-oriented attitude — this firm runs on trust and mutual respect
**Preferred**
- Experience in an architecture, engineering, or construction firm
- Familiarity with QuickBooks Online
- Experience with project-based accounting or invoice tracking
- Associate's or Bachelor's degree in business administration, accounting, or related field
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What We Offer
- $55,000–$65,000 depending on experience, with performance-based bonus potential
- Health insurance stipend, 401K with employer match, PTO
- A collaborative work environment where your contributions are visible and valued
- Opportunity to grow into a senior operations role as the firm expands
- A chance to be part of meaningful projects — schools, fire stations, healthcare facilities, and more
To Apply:
Please submit your resume and a brief note about why you're a great fit to [email protected]
*Tsark Architecture, LLC | 1600 Sarno Rd., Suite 212, Melbourne, FL 32935 | 321.241.6378*
This posting will remain open through mid-July, with interviews and selection in August 2026.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Happy hour
- Paid time off
- Paid training
- Retirement plan
Work Location: In person
