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Job Title: Administrative Assistant

Location: San Antonio, TX

Position Summary:

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to join our dynamic architecture firm. The ideal candidate will provide comprehensive administrative support to ensure the smooth operation of the office, facilitate communication within the team, and assist with project management tasks. The Administrative Assistant will be a vital part of our team, contributing to a professional and efficient working environment.

Key Responsibilities:

1. Office Management:
2. Maintain office supplies, equipment, and inventory, ensuring everything is adequately stocked.
3. Manage office scheduling, including booking meetings, conference rooms, and coordinating appointments.
4. Handle incoming and outgoing mail, including deliveries, and ensure the smooth operation of general office duties.
5. Client & Vendor Relations:
6. Answer phone calls, emails, and client inquiries, providing prompt and courteous responses.
7. Assist with client communications, scheduling meetings, and managing client files.
8. Liaise with vendors, suppliers, and subcontractors to manage office needs and ensure timely delivery of materials.
9. Project Support:
10. Assist architects and project managers with administrative tasks, including organizing documents, preparing reports, and creating presentations.
11. Track project timelines, deadlines, and meetings, ensuring that key milestones are met.
12. Prepare, format, and proofread documents, proposals, and presentations for internal and external use.
13. Data Entry & Document Management:
14. Assist in maintaining accurate filing systems (both digital and physical) for architecture-related documents, contracts, drawings, and correspondence.
15. Support the team with project-related documentation and archiving of files and materials.
16. Ensure confidentiality and security of sensitive project information.

Minimum Requirements:

1. Proven experience as an administrative assistant, office manager, or similar role in a professional setting.
2. Strong organizational skills and the ability to manage multiple tasks and priorities in a fast-paced environment.
3. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office software (Adobe, project management tools, etc.).
4. Excellent verbal and written communication skills.
5. Strong attention to detail and accuracy.
6. Ability to work independently, take initiative, and collaborate effectively in a team-oriented environment.