SteelWave
Job Description - Administrative Operations Specialist
Company Overview
SteelWave, Inc. is a leading vertically integrated real estate investment manager, owner and operator, with a comprehensive portfolio of commercial assets in the western United States. As investors and operators with a long-standing presence in our core markets-Northern California, Southern California, Denver and Seattle-SteelWave has been providing high-quality properties to tenants and brokers, and solid returns to investors, for over four decades. Since 1973, SteelWave has acquired and developed 379 real estate assets at a cost of $8.7B. We currently manage a 12,300,000 SF portfolio valued in excess of $2.7B.
Position
The Administrative Operations Specialist provides comprehensive administrative, office management, HR, and payroll support to ensure smooth daily operations. This position requires a resourceful, organized, and adaptable professional who can juggle a wide variety of responsibilities and serve as the central point of coordination across departments.
Key Responsibilities
Administrative & Office Management
Manage office space, mailroom, conference room scheduling, and office supply inventory. Oversee vendor relationships, contracts, purchasing, and coordinate equipment maintenance/repair. Arrange travel, meetings, catering, and special events. Maintain office facilities, kitchen/breakroom supplies, and coordinate with building management. Process account payables for corporate expense. Handle incoming calls, correspondence, and maintain filing systems (electronic and paper). Provide customer service to internal staff and external stakeholders. Executive & Team Support
Provide direct support to executives, including calendar management, meeting coordination, travel planning, and preparation of materials. Draft correspondence, meeting notes, expense reports, and presentations. Serve as liaison between executives, staff, clients, and external partners while maintaining confidentiality. HR & Payroll Support
Assist with onboarding and offboarding, employee access (keys, cards), and HR documentation. Support recruitment activities and applicant tracking system updates. Process and review payroll, timekeeping, and employee status changes in compliance with labor laws. Generate HR/payroll reports and support audits (401k, benefits, etc.). Maintain employee records with discretion and accuracy. Requirements & Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Associate's or Bachelor's degree preferred; equivalent work experience accepted. 3-7 years of progressively responsible administrative/office experience (executive support, payroll, HR coordination preferred). Strong organizational skills and ability to manage multiple priorities. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); HRIS/payroll systems experience preferred. Excellent written, verbal, and interpersonal communication skills. Discretion, adaptability, and a proactive, service-oriented mindset. Must be a commissioned California Notary Public or obtain commission within six months of hire date. Physical Demands & Work Environment:
Work performed primarily in an onsite office setting with moderate noise levels. Must be able to sit, stand, walk, and occasionally lift up to 20 lbs. Occasional overtime may be required.
Company Overview
SteelWave, Inc. is a leading vertically integrated real estate investment manager, owner and operator, with a comprehensive portfolio of commercial assets in the western United States. As investors and operators with a long-standing presence in our core markets-Northern California, Southern California, Denver and Seattle-SteelWave has been providing high-quality properties to tenants and brokers, and solid returns to investors, for over four decades. Since 1973, SteelWave has acquired and developed 379 real estate assets at a cost of $8.7B. We currently manage a 12,300,000 SF portfolio valued in excess of $2.7B.
Position
The Administrative Operations Specialist provides comprehensive administrative, office management, HR, and payroll support to ensure smooth daily operations. This position requires a resourceful, organized, and adaptable professional who can juggle a wide variety of responsibilities and serve as the central point of coordination across departments.
Key Responsibilities
Administrative & Office Management
Manage office space, mailroom, conference room scheduling, and office supply inventory. Oversee vendor relationships, contracts, purchasing, and coordinate equipment maintenance/repair. Arrange travel, meetings, catering, and special events. Maintain office facilities, kitchen/breakroom supplies, and coordinate with building management. Process account payables for corporate expense. Handle incoming calls, correspondence, and maintain filing systems (electronic and paper). Provide customer service to internal staff and external stakeholders. Executive & Team Support
Provide direct support to executives, including calendar management, meeting coordination, travel planning, and preparation of materials. Draft correspondence, meeting notes, expense reports, and presentations. Serve as liaison between executives, staff, clients, and external partners while maintaining confidentiality. HR & Payroll Support
Assist with onboarding and offboarding, employee access (keys, cards), and HR documentation. Support recruitment activities and applicant tracking system updates. Process and review payroll, timekeeping, and employee status changes in compliance with labor laws. Generate HR/payroll reports and support audits (401k, benefits, etc.). Maintain employee records with discretion and accuracy. Requirements & Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Associate's or Bachelor's degree preferred; equivalent work experience accepted. 3-7 years of progressively responsible administrative/office experience (executive support, payroll, HR coordination preferred). Strong organizational skills and ability to manage multiple priorities. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); HRIS/payroll systems experience preferred. Excellent written, verbal, and interpersonal communication skills. Discretion, adaptability, and a proactive, service-oriented mindset. Must be a commissioned California Notary Public or obtain commission within six months of hire date. Physical Demands & Work Environment:
Work performed primarily in an onsite office setting with moderate noise levels. Must be able to sit, stand, walk, and occasionally lift up to 20 lbs. Occasional overtime may be required.