Design Technology Assistant

Kohn Pedersen Fox; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401k with company matching

Paid time off

Job summary

KPF, a global architecture practice headquartered in New York, seeks a Design Technology Assistant for Design Technology / Sustainability in New York City. This role provides direct administrative and operational support to the Global Directors of Design Technology and Sustainability, and to the teams, across budget, software, communications, events, and intranet management.

The role requires a Bachelor’s Degree, 3 years of administrative experience, strong Excel skills for budget reporting, and

Qualifications

• Bachelor’s Degree required.
• Three years minimum administrative experience.
• Proficiency in Microsoft Office Suite, with strong Excel skills for budget tracking and reporting.
• Demonstrated experience using AI assistants (such as Claude, ChatGPT, or Gemini) for professional tasks including writing, research, and complex spreadsheet workflows.
• Strong organizational skills with the ability to manage multiple concurrent workstreams.
• Proactive communicator who anticipates needs rather than waiting for direction.
• Eagerness to learn and take on new workflows and tools.

Responsibilities

• Own the tracking and reporting of the DT budget, including monthly reconciliation of actual expenses against budgeted amounts for leadership review.
• Collect, organize, and file all contracts, invoices, and agreements related to Design Technology operations.
• Manage purchase orders through the full approval and submission cycle, coordinating with finance as needed.
• Process expense reports and receipts on behalf of the Global Directors.
• Support new software approval processes and track renewals; document tools and agreements.
• Coordinate with software and service providers during contract negotiations as directed.
• Draft and distribute internal communications on behalf of the Design Technology and Sustainability teams.

Skills

Administrative experience

Budget tracking

AI assistants usage

Strong organizational skills

Proactive communicator

Willingness to learn

Education

Bachelor’s Degree

Tools

Microsoft Office Suite

Excel

Job description

KPF

a global architecture practice headquartered in New York City, is seeking an Design Technology Assistant for Design Technology / Sustainability in New York City. This role provides direct administrative and operational support to the Global Director of Design Technology, Global Director of Sustainability, and the Design Technology and Sustainability teams.

Primary Responsibilities

Budget & Financial Operations

• Own the tracking and reporting of the Design Technology budget, including monthly reconciliation of actual expenses against budgeted amounts for leadership review.
• Collect, organize, and file all contracts, invoices, and agreements related to Design Technology operations.
• Manage purchase orders through the full approval and submission cycle, coordinating with finance as needed.
• Process expense reports and receipts on behalf of the Global Director of Design Technology and the Global Director of Sustainability.

Software & Subscription Management

• Support new software approval processes and maintain related documentation. Track all software and subscription renewals
• Support the cataloging and documentation of existing software tools and agreements.
• Coordinate with software and service providers during contract negotiations as directed, ensuring timely responses and follow-through.

Communication & Follow-Up Management

• Serve as a proactive tracking layer for the Global Directors’ correspondence, ensuring nothing falls through the cracks. This includes regular check-ins to flag outstanding items, pending responses, and time-sensitive communications.
• Draft and distribute internal communications on behalf of the Design Technology and Sustainability teams, including firm-wide announcements via email, Teams, and intranet.

Event Coordination & Scheduling

• Manage logistics for recurring internal knowledge-sharing events and annual technology programming, including scheduling, room booking, Zoom setup, calendar invites, and recordings.

Intranet & Documentation

• Conduct regular reviews of Design Technology and Sustainability intranet content, coordinating with team members to keep material current and handling updates where possible.

Global & Cross-Functional Coordination

• Support global coordination of key resources and initiatives, including new hire onboarding courses and coordination with external consultants.
• Coordination with other KPF offices may occasionally require after-hours communication.
• Support firm-wide change management efforts led by the Global Directors.
• Support firm-wide sustainability and climate action corporate reporting efforts, led by the Global Directors.

Qualifications

Required

• Bachelor’s Degree
• Three years minimum administrative experience
• Proficiency in Microsoft Office Suite, with strong Excel skills for budget tracking and reporting
• Demonstrated experience using AI assistants (such as Claude, ChatGPT, or Gemini) for professional tasks including writing, research, and complex spreadsheet workflows
• Strong organizational skills with the ability to manage multiple concurrent workstreams
• Proactive communicator who anticipates needs rather than waiting for direction
• Eagerness to learn and take on new workflows and tools

Preferred

• Experience with AI-assisted coding platforms (such as Claude Code) for building lightweight workflow applications
• Experience in budget management or financial coordination
• Familiarity with software procurement or subscription management

Pay Range

$70,000.00 - $90,000.00 Annual

Why KPF?

KPF’s mission is to elevate cities through impactful design, collaborating closely with the world’s most forward-thinking clients to create high performing, carefully crafted buildings that are unique to their physical, social, and environmental contexts.

• Career Growth: Opportunities for training, development, and career progression.
• Company Culture: Collaborative, high-performance environment with a focus on innovation and excellence.
• Benefits: Comprehensive health insurance, including medical, dental, and vision insurance, 401k with company matching contributions, paid time off and other perks.

KPF is an equal opportunity employer.