The primary responsibilities of the Gander & White Los Angeles (GWLA) Office Administrator role are the following: assist fiscal team at GW NY HQ with all matters pertaining to accounts receivable and accounts payable; act as the initial point of contact at our main facility in Vernon, both via telephone and in person; assist with office supplies and office maintenance; manage petty cash payouts, receipts, and recording; facilitate staff mileage reports; oversee incoming and outgoing mail and courier shipments; and generally assist with the smooth running of our office. The Office Administrator works closely with our fiscal HQ based in New York City and London. The Office Administrator is expected to master all G+W systems, procedures, and policies. This position reports to the Regional Director and the Client Services Manager/GWLA and works closely with all staff members in both the office and operations departments. The position is in-office as part of a collaborative team environment with normal business hours of M-F, 8:30am-5:00pm with a half-hour break for lunch and two fifteen-minute breaks per day, both morning and afternoon. The position is paid at an hourly rate commensurate with experience, and with full benefits
Weekly assistance with processing of payroll for the LA office, reporting to HR team in NY
Answer phone calls and emails; direct phone/email inquiries to the proper parties at GWLA
Receive and organize incoming and outgoing mail; assist with courier shipments
Distribute and ensure timely approval of vendor invoices to relevant responsible parties in the branch, which are then to be forwarded to the accounting team in NY via scanning and uploading into DropBox
Monitor local credit cards and check payments, including scanning checks with invoices and uploading them into DropBox
Assist accounting team in NY with queries regarding payments and vendor invoices
Manage petty cash and keep track of uniform budget for technicians
Filing away completed job files
Assist in processing paperwork including bills of lading, labeling, time sheets, and detailed condition reports with accompanying photos
Order office supplies as needed
Receive and properly direct visitors to GWLA, including vendors, contractors and clients
Enforce entry protocols for visitors and staff
Perform other tasks consistent with these responsibilities as required
Organize and maintain reception area/lobby of office
Manage weekly system hard drive back up- unplug and remove hard drive from the computer room every Friday end of workday, take it home with you, return it on Thursday for plugging in
*The above is not an exhaustive list of current duties and responsibilities, and you might be expected to perform different duties as allowed by your limited schedule or as necessitated by a changing role within the organization.
● Strong computer skills: Microsoft Office Suite, Adobe Creative Suite, G&W proprietary Eos System and working knowledge of database programs.
● Strong organizational and problem solving skills.
● Thorough attention to detail.
● Strong writing and communication skills.
● Ability to work collaboratively as well as independently, interacting in a professional manner with co-workers, vendors and clients.
● Available to work occasional evenings and weekends.
Gander & White is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
Qualified candidates should send a letter of interest including salary requirements, CV or resume, and three references to: glacovara@ganderandwhite.com. Please note National Interstate Shuttle Manager in the subject line. Note: we will not contact references without first notifying the candidate.