Operations Lead: Office & Process Coordinator

Arcxis; Westlake Village (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 is seeking a Lead to oversee a core operational process in our corporate office, ensuring timely, accurate delivery from start to finish. The role emphasizes cross‑department communication and accountability across the workflow.

The ideal candidate has a high school diploma, strong Microsoft Office and organizational skills, and the ability to manage multiple tasks in a fast-paced environment. HVAC/contracting exposure is a plus, with training provided.

Qualifications

• High school diploma or GED equivalent.
• Proficient in Microsoft Office; QuickBooks experience is a plus.
• Team player with strong attention to detail able to work independently.
• Proven track record of delivering timely and accurate information in a fast-paced environment.
• HVAC/Contracting experience a plus; training available.
• Strong analytical and problem-solving skills with sound judgment.
• Strong business acumen and ability to interface with executive management.
• 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 action to keep work moving forward.

Responsibilities

• Lead and oversee the assigned process from start to finish within timelines.
• Monitor workflow and follow up on outstanding items.
• Coordinate with departments to complete tasks and resolve issues.
• Identify process issues and implement improvements.
• 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.
• Communicate with customers and employees to answer questions and take orders.
• Process and manage company forms, paperwork, and mailings.
• Maintain accurate documentation throughout the process.
• Provide status updates and elevate operational issues as needed.
• Perform other duties as required and align with company values.

Skills

Attention to detail

Time management

Communication

Problem solving

Team player

Organizational skills

Interpersonal skills

Education

High school diploma or GED

Tools

Microsoft Office

QuickBooks

Job description

ARCXIS is seeking a Lead to oversee a core operational process in our corporate office, ensuring timely, accurate delivery from start to finish. The role emphasizes cross‑department communication and accountability across the workflow.

The ideal candidate has a high school diploma, strong Microsoft Office and organizational skills, and the ability to manage multiple tasks in a fast-paced environment. HVAC/contracting exposure is a plus, with training provided.