Design Technology Assistant

Kohn Pedersen Fox•New York, NY

2d•$70,000 - $90,000•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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.
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.
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.
Manage logistics for recurring internal knowledge-sharing events and annual technology programming, including scheduling, room booking, Zoom setup, calendar invites, and recordings.
Conduct regular reviews of Design Technology and Sustainability intranet content, coordinating with team members to keep material current and handling updates where possible.
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.