Lead Office Admin and Mailing

ARCXIS; Thousand Oaks (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Employee assistance program

Health insurance

Health savings account

Life insurance

Paid time off

Referral program

Tuition reimbursement

Vision insurance

Job summary

ARCXIS in Thousand Oaks, CA seeks a Lead to oversee an operational process in our corporate office. You will ensure accuracy, efficiency, and timely completion while coordinating with multiple departments and maintaining documentation.

The role emphasizes process improvement, clear communication, and timely updates; HVAC/contracting exposure is a plus and we offer comprehensive benefits. This is a non‑employee role focused on workflow and operations.

Qualifications

• High school diploma or GED required.
• Proficient in Microsoft Office; QuickBooks experience a plus.
• Strong attention to detail and ability to work independently.
• HVAC/Contracting experience a plus; we will train.
• Demonstrated ability to coordinate multiple tasks and priorities.
• Excellent communication and organizational skills.
• Able to deliver timely, accurate information in a fast-paced environment.

Responsibilities

• Lead and oversee the assigned process from start to finish within established timelines.
• Monitor workflow and follow up on outstanding items to stay on track.
• Coordinate with other departments to complete tasks and resolve issues.
• Identify process issues and implement solutions with relevant teams.
• Answer telephones, direct calls, and take messages.
• Perform administrative duties including printing and photocopying.
• Maintain filing, inventory, mailing, and database systems.
• Interact with departments to complete tasks as needed.
• Communicate with customers and employees to answer questions and take orders.
• Process and manage company forms, paperwork, and mailings.
• Maintain accurate and timely documentation throughout the process.
• Provide status updates and escalate operational issues when necessary.
• Perform other related duties as required and align with company culture and values.

Skills

MS Office

Detail orientation

Team player

Communication

Prioritization

Follow-up skills

Independent work

Problem solving

Education

High school diploma or GED

Tools

QuickBooks

Job description

Company Overview

ARCXIS (Houston, Texas), is the largest provider of inspection, design, engineering, and quality assurance services for the U.S. residential construction industry. Formerly known as DPIS Builder Services, Ei Companies, Post-Tension Solutions, Ensign Building Solutions Home Energy Division, and Building Energy, ARCXIS brings together hundreds of years of expertise and experience under a single brand serving builders in over half of the states spanning the continental United States.

Description

Company Overview

ARCXIS (Houston, Texas), is the largest provider of inspection, design, engineering, and quality assurance services for the U.S. residential construction industry. Formerly known as DPIS Builder Services, Ei Companies, Post-Tension Solutions, Ensign Building Solutions Home Energy Division, and Building Energy, ARCXIS brings together hundreds of years of expertise and experience under a single brand serving builders in over half of the states spanning the continental United States.

ARCXIS group of companies also includes ABCO Construction Services, LLC (Centennial, Colorado) and structural engineering firm United Structural Consultants (Houston, Texas). Both ABCO and USC service the multi‑family, multi-use, and commercial sectors of the construction industry.

ARCXIS is majority owned by Saw Mill Capital, LLC (Briarcliff Manor, New York). Visit us online at www.arcxis.com.

Position Overview

We are looking for another team member to join our Team in our Corporate office. Our Company has been serving our specialized industry for many years and we look forward to you joining our team! Our office environment promotes fun, teamwork, and we are all committed to performing to the best of our abilities and to help one another shine!

As a Lead, this position is responsible for overseeing and leading the assigned operational process from start to finish. The Lead will ensure that processes are completed accurately, efficiently, and timely, coordinate with the appropriate departments and team members, identify and resolve issues, and maintain accountability throughout the process. This role is focused on the operational process and workflow and does not include employee‑related responsibilities such as employee discipline, performance management, attendance management, or other personnel matters.

Key Responsibilities

• Lead and oversee the assigned process from start to finish, ensuring all steps are completed accurately, efficiently, and within established timelines
• Monitor workflow and follow up on outstanding items to ensure processes remain on track
• Coordinate and communicate with other departments when needed to successfully complete tasks and resolve issues
• Identify process issues, delays, or opportunities for improvement and work with the appropriate teams to implement solutions
• Answer telephones, direct calls, and take messages
• Perform administrative duties including printing documents and photocopying
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer
• Interact with other departments when needed to complete tasks
• Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, and take orders
• Process and manage company forms, paperwork, and mailings
• Maintain accurate and timely documentation throughout the process
• Provide status updates and elevate operational issues when necessary
• Perform other related duties as required and assigned
• Demonstrate behaviors which are aligned with the organization’s desired culture and values

Scope Of Lead Responsibilities

The Lead is responsible for the coordination, oversight, and successful completion of the operational process from start to finish. The Lead serves as the primary point of coordination for the process and is expected to ensure that work is progressing appropriately, issues are addressed, and necessary communication occurs between departments.

The Lead role is non‑employee‑related and does not have responsibility for employee discipline, hiring, termination, performance evaluations, attendance issues, or other personnel management matters. Employee‑related matters remain the responsibility of the appropriate manager or supervisor.

Requirements

• Possess a high school diploma or GED equivalent.
• Must be competent in Microsoft Office; QuickBooks experience is a plus!
• Must be a team player with strong attention to DETAIL and able to work independently
• Proven track record of delivering timely and accurate information in a fast‑paced environment
• HVAC/Contracting experience a plus, but we will train
• Excellent critical thinking, problem‑solving, mathematical skills, and sound judgment
• Strong business acumen and ability to interface with executive management
• Demonstrated ability to coordinate multiple tasks and priorities from start to finish
• Strong organizational, communication, and follow‑up skills
• Ability to identify process issues and take appropriate action to keep work moving forward

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance