Administrative Assistant

Job Description As the first point of contact for Lake Flato, the Administrative Assistant shapes the daily experience for guests, clients, and employees. This role is responsible for creating a welcoming and thoughtful environment that reflects the firm's values. Balancing front-of-house hospitality with administrative and operational support, this position plays a critical role in ensuring the studio runs smoothly, from the moment a guest arrives to behind-the-scenes coordination that supports the Facilities, Management Team, and broader office.Position OverviewAs the first point of contact for Lake Flato, this role is responsible for delivering a consistent, high-quality, and professional visitor experience. In addition, the position provides essential administrative and operational support to the Facilities Management Team and broader office, ensuring smooth daily operations.Key Responsibilities1. Administrative ServicesMaintain visitor logs, guest check-in, and issue badges in accordance with security proceduresManage security gate cameras and access points to the buildingMonitor and respond to doorbell, phones, voicemail, and front desk emailServe as the primary point of contact for all visitors and guestsGreet guests promptly, professionally, and warmly upon arrivalConfirm host, assist with check-in, and offer refreshmentsEnsure guests are monitored and never left unattended in lobby areasCoordinate the escorting of guests to meeting locations if the host is unavailableMaintain an orderly, clean, and welcoming front desk and lobby environmentAnswer, screen, and route incoming calls professionallyIntake and deliver accurate, time-stamped messages promptlyProvide Notary services, as neededCoordinate calendars for the Management TeamPerform document preparation and administrative tasks for the Management Team, as requested2. Facilities, Kitchen & Office OperationsManage outgoing shipments (UPS, FedEx, etc.), including labeling and coordinationSort, log, and distribute incoming mail, deliveries, and packages.Communicate with employees regarding the delivery of packages in the mailroom.Coordinate food delivery orders for internal meetings.Support the Facilities Manager with managing office supplies inventory and distribution of supplies to all floorsProvide secondary support to IT with equipment functionality, assisting with technical issues, maintenance, facilitating replacements, and distributing technology.Coordinate parking and ticketing issues for visitors and employeesAssist the Facilities Manager with the maintenance of the log of all employees' license plates with vehicle informationMaintain a log of employee license plates with vehicle informationFacilities Preparation, Stocking, and Inventory:Perform stocking/restocking and checks for all kitchens, coffee stations, and snack areas across all floors at opening, midday, and the end of the dayPrepare snack and fruit displaysRestock beverages and suppliesRestock refrigeratorsCommunicate inventory shortages or issues to FacilitiesPrepare and distribute coffee air potsLoad dishwasher and tidy shared spacesClear conference rooms of dishes, trash, and materialsOpening & Closing ProceduresLower conference room shadesPower on/off displays and equipmentSecure and lock kitchen areasFollow security and alarm protocol when opening and closing the facility3. Team Support & EventsSupport Facilities Management and Maintenance teams as neededParticipate in office events and traditionsAssist with event setup, execution, and cleanupSupport food and beverage coordinationMaintain front desk coverage as the top priority during events4. Travel SupportAssist with organizing business travel, including transportation and lodging for SATXMaintain an accurate Travel Membership spreadsheetAssist with conference registrations5. Vendor & Sample Coordination (WELL Compliance)Log and track all incoming vendor samples immediately upon receiptTrack and confirm completion of returns or pickups6. Initiative & ProductivityDuring downtime (when all primary responsibilities are complete), proactively seek additional tasks or assist team members as directed by management7. Other Duties as assignedCompany DescriptionFounded in San Antonio in 1984, Lake|Flato Architects is a nationally recognized firm celebrated for sustainable, place-responsive design. With over 400 awards, including the AIA Gold Medal and 16 COTE Top Ten honors, and as a certified B Corporation, we create architecture that enriches communities and nurtures life.Company DescriptionFounded in San Antonio in 1984, Lake|Flato Architects is a nationally recognized firm celebrated for sustainable, place-responsive design. With over 400 awards, including the AIA Gold Medal and 16 COTE Top Ten honors, and as a certified B Corporation, we create architecture that enriches communities and nurtures life.