Administrative Assistant – Digital Process Automation

Position Overview

We are seeking an Administrative Assistant – Digital Process Automation to support an initiative focused on eliminating paper-based and manual administrative processes through digital workflow automation.

This is a hands-on, project-focused position responsible for supporting the design, development, testing, and implementation of digital solutions primarily using Microsoft Power Automate, Power Apps, SharePoint, and Microsoft 365.

The successful candidate will partner with Finance, Operations, Engineering, Supply Chain, Quality, and other functional teams to understand existing business processes and convert manual forms, approvals, emails, spreadsheets, and paper-based workflows into efficient and standardized digital solutions.

The goal is not simply to convert paper forms into electronic versions, but to simplify administrative processes, automate workflows, improve visibility and data quality, strengthen controls, and reduce manual effort.

Position Details

• Employment Type: Contract / Temporary
• Schedule: Monday – Friday
• Hours: 7:00 AM – 4:00 PM
• Lunch: One-hour unpaid lunch
• Interview Process: Two rounds – phone and in-person

Top Skills

1. Experience developing solutions using Microsoft Power Automate
2. Experience building forms or applications using Microsoft Power Apps
3. Ability to understand a business process and translate requirements into an automated workflow

Key Responsibilities

Process Digitization & Automation

• Design and build digital workflows using Microsoft Power Apps and Power Automate.
• Convert paper forms, manual approvals, email-based processes, and spreadsheets into standardized digital workflows.
• Develop electronic forms and applications using Power Apps.
• Build automated approval routing, notifications, reminders, escalations, and status tracking using Power Automate.
• Utilize SharePoint Lists and Microsoft 365 tools to securely capture, organize, and maintain workflow data.
• Create automated audit trails, timestamps, approval records, and supporting documentation.
• Identify opportunities to eliminate unnecessary administrative steps rather than simply recreating existing processes digitally.

Process Analysis & Workflow Design

• Meet with process owners and end users to understand current workflows, pain points, business requirements, and control requirements.
• Document current-state processes and translate business requirements into practical digital solutions.
• Partner with project leads and functional stakeholders to develop simplified future-state workflows.
• Identify high-volume or time-consuming manual processes that are good candidates for automation.
• Recommend opportunities to improve efficiency, standardization, visibility, and internal controls.

Testing & Implementation

• Develop and execute User Acceptance Testing (UAT) prior to implementation.
• Troubleshoot workflow issues and make improvements based on user feedback.
• Support deployment and transition of new solutions into day-to-day operations.
• Develop clear work instructions, process documentation, and standardized procedures.
• Assist with employee training on newly implemented digital processes.
• Ensure solutions are sustainable and can be maintained following project completion.

Reporting & Continuous Improvement

• Develop basic dashboards and reporting tools to provide visibility into:
  • Workflow status
  • Cycle times
  • Transaction volumes
  • Outstanding actions
• Establish baseline metrics and help measure improvements generated by automation projects.
• Track administrative hours saved and process cycle-time improvements.
• Maintain a pipeline of digitization opportunities and track projects through implementation.
• Identify opportunities to reuse successful automation solutions across other business processes.

Initial Project Focus

Initial processes targeted for digitization may include:

• New item number and job packet processes
• Material requests and spot buys
• Internal administrative forms
• Risk release forms
• Approval workflows
• Additional paper-based and manual processes identified across the organization

The position will expand beyond the initial project list as additional automation opportunities are identified and prioritized.

Required Qualifications

• Experience developing solutions using Microsoft Power Automate.
• Experience building forms or applications using Microsoft Power Apps.
• Working knowledge of SharePoint Lists and Microsoft 365.
• Ability to analyze business processes and translate requirements into automated workflows.
• Experience converting manual administrative processes into digital solutions.
• Strong problem-solving and troubleshooting skills.
• Strong organizational and project coordination skills.
• Ability to manage multiple automation projects and priorities simultaneously.
• Ability to work effectively with employees across multiple departments and organizational levels.
• Strong written and verbal communication skills.
• Strong documentation and administrative skills.

Preferred Qualifications

• Experience with Power BI and dashboard development.
• Experience with Microsoft Forms.
• Experience with process mapping and continuous improvement.
• Experience developing automated approval workflows, notifications, and escalations.
• Experience working within a manufacturing or industrial environment.
• Familiarity with Lean Manufacturing or continuous improvement principles.
• Experience documenting business processes and developing standardized work instructions.