Administrative Assistant

Job Description

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 Overview

As 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 Responsibilities

1. Administrative Services

• Maintain visitor logs, guest check-in, and issue badges in accordance with security procedures
• Manage security gate cameras and access points to the building
• Monitor and respond to doorbell, phones, voicemail, and front desk email
• Serve as the primary point of contact for all visitors and guests
• Greet guests promptly, professionally, and warmly upon arrival
• Confirm host, assist with check-in, and offer refreshments
• Ensure guests are monitored and never left unattended in lobby areas
• Coordinate the escorting of guests to meeting locations if the host is unavailable
• Maintain an orderly, clean, and welcoming front desk and lobby environment
• Answer, screen, and route incoming calls professionally
• Intake and deliver accurate, time-stamped messages promptly
• Provide Notary services, as needed
• Coordinate calendars for the Management Team
• Perform document preparation and administrative tasks for the Management Team, as requested

2. Facilities, Kitchen & Office Operations

• Manage outgoing shipments (UPS, FedEx, etc.), including labeling and coordination
• Sort, 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 floors
• Provide 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 employees
• Assist the Facilities Manager with the maintenance of the log of all employees’ license plates with vehicle information
• Maintain a log of employee license plates with vehicle information
• Facilities 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 day
• Prepare snack and fruit displays
• Restock beverages and supplies
• Restock refrigerators
• Communicate inventory shortages or issues to Facilities
• Prepare and distribute coffee air pots
• Load dishwasher and tidy shared spaces
• Clear conference rooms of dishes, trash, and materials
• Opening & Closing Procedures
• Lower conference room shades
• Power on/off displays and equipment
• Secure and lock kitchen areas
• Follow security and alarm protocol when opening and closing the facility

3. Team Support & Events

• Support Facilities Management and Maintenance teams as needed
• Participate in office events and traditions
• Assist with event setup, execution, and cleanup
• Support food and beverage coordination
• Maintain front desk coverage as the top priority during events

4. Travel Support

• Assist with organizing business travel, including transportation and lodging for SATX
• Maintain an accurate Travel Membership spreadsheet
• Assist with conference registrations

5. Vendor & Sample Coordination (WELL Compliance)

• Log and track all incoming vendor samples immediately upon receipt
• Track and confirm completion of returns or pickups

6. Initiative & Productivity

• During downtime (when all primary responsibilities are complete), proactively seek additional tasks or assist team members as directed by management

7. Other Duties as assigned

Founded 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 Description

Founded 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.