Design Technology Assistant

Design Technology Assistant for Design Technology / Sustainability

KPF, a global architecture practice headquartered in New York City, is seeking a 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.

To Apply:

Applications submitted without a resume will not be considered.

KPF is an equal opportunity employer.