Administrative Assistant I

PDS Defense, Inc. is seeking an Administrative Assistant I, in Hampton, VA. Job ID#225649

Job Description:

The Digital Process Automation Specialist will support Hampton's initiative to eliminate paper-based and manual administrative processes through digital workflow automation.

This is a hands-on, project-focused role responsible for designing, building, testing, and implementing digital solutions primarily using Microsoft Power Apps, Power Automate, SharePoint, and other Microsoft 365 tools.
The successful candidate will partner with Finance, Operations, Engineering, Supply Chain, Quality, and other functional teams to understand existing processes and convert manual forms, approvals, emails, and paper-based workflows into efficient, standardized digital solutions.

The goal of this role is not simply to convert paper forms into electronic forms, but to simplify processes, automate workflows, improve visibility and data quality, strengthen controls, and reduce administrative effort across the site.

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 other Microsoft 365 tools to securely capture and maintain workflow data
• Create automated audit trails, timestamps, approval records, and supporting documentation where required
• Identify opportunities to eliminate unnecessary process steps rather than simply recreating existing paper processes digitally

Process Discovery & Future-State Design
• Meet with process owners and end users to understand current-state 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 design simplified future-state workflows
• Identify additional high-volume or high-effort manual processes that are strong candidates for digitization
• Recommend opportunities to improve efficiency, standardization, visibility, and internal controls

Testing & Implementation
• Develop and execute user acceptance testing 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 and process documentation
• Assist with training employees on new digital processes
• Ensure solutions are sustainable and can be supported after project completion

Reporting & Continuous Improvement
• Develop simple dashboards or reporting tools to provide visibility into workflow status, cycle time, volume, and outstanding actions
• Establish baseline metrics and help quantify benefits from implemented solutions, including administrative hours saved and cycle-time improvements
• Maintain a pipeline of digitization opportunities and track project status through implementation
• Identify opportunities to reuse successful solutions and automation concepts across other site processes

Initial Project Pipeline
Initial processes targeted for digitization include:
• New Item Number / Job Packet process
• Ferguson Material Requests / Spot Buys
• Orange Cards
• Risk Release Forms
• Additional paper-based and manual workflows identified across the Hampton site
The position will be expected to expand beyond the initial project list as additional opportunities are identified and prioritized.

Qualifications
Required / Preferred Skills:
• 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 understand a business process and translate requirements into an automated workflow
• Strong problem-solving and troubleshooting skills
• Strong organizational and project management skills
• Ability to work directly with employees across multiple functions and levels of the organization
• Ability to manage multiple automation projects simultaneously
• Strong written and verbal communication skills

Preferred:
• Experience with Power BI and dashboard development
• Experience with Microsoft Forms
• Experience with process mapping or continuous improvement
• Experience developing approval workflows and automated notifications
• Experience working in a manufacturing environment
• Familiarity with Lean Manufacturing or continuous improvement principles
• Experience documenting processes and developing standardized work instructions

What Success Looks Like
Success in this role will be measured by the ability to take manual, paper-based processes from concept through implementation and deliver solutions that are actively used by the organization.
Successful projects should demonstrate measurable improvements in areas such as:
• Reduction in administrative hours
• Faster process and approval cycle times
• Elimination of paper and manual routing
• Improved visibility into process status
• Improved data accuracy and standardization
• Stronger approval controls and audit trails
• Improved user experience
• Sustainable solutions that can be maintained after implementation
The overall objective is to create a repeatable approach for digitizing manual processes and accelerate Hampton's transition toward more efficient, data-driven ways of working.

Benefits offered to vary by the contract. Depending on your temporary assignment, benefits may include direct deposit, free career counseling services, 401(k), select paid holidays, short-term disability insurance, skills training, employee referral bonus, affordable medical coverage plan, and DailyPay (in some locations). For a full description of benefits available to you, be sure to talk with your recruiter.

Military connected talent encouraged to apply.

VEVRAA Federal Contractor / Request Priority Protected Veteran Referrals / Equal Opportunity Employer / Veterans / Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please visit http://www.tadpgs.com/candidate-privacy/ or https://pdsdefense.com/candidate-privacy/

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance