AI Copilot / Microsoft 365 Specialist in anaheim, California at TOTAL WAREHOUSE INC

JOB SUMMARY

The AI Copilot / Microsoft 365 Specialist is responsible for helping the organization maximize Microsoft 365, Microsoft Copilot, AI tools, and automation to improve employee productivity and business processes.

This position will work across departments to identify repetitive or manual processes, develop AI-assisted solutions, train employees, and help the organization adopt AI safely and effectively.

Key Responsibilities

Microsoft Copilot & AI Adoption

• Support the implementation and adoption of Microsoft Copilot.
• Help employees use AI effectively in their daily work.
• Develop practical Copilot use cases for different departments.
• Create reusable prompts and AI workflows / agents.
• Identify tasks that can be simplified or accelerated using AI.
• Research and test new AI capabilities applicable to the business.

Microsoft 365 Optimization

• Support and improve the use of:
• Microsoft Teams
• SharePoint
• OneDrive
• Outlook
• Excel
• Word
• PowerPoint
• Microsoft Forms
• Microsoft Lists
• Power Automate
• Power Apps
• Microsoft Copilot
• Help departments move manual or spreadsheet-based processes into more structured Microsoft 365 solutions when appropriate.

Process Improvement & Automation

• Meet with departments to understand current workflows.
• Identify repetitive, manual, or inefficient processes.
• Document the current process and recommend improvements.
• Build simple Power Automate workflows.
• Develop Forms, Lists, SharePoint sites, and other Microsoft 365 solutions.
• Assist with creating Power Apps for appropriate internal processes.
• Connect Microsoft 365 tools to existing business processes where possible.

AI Use Cases

Develop AI solutions for activities such as:

• Email drafting and summarization.
• Meeting summaries and action items.
• Document and procedure creation.
• Data analysis and reporting.
• Excel assistance.
• Internal knowledge searches.
• Employee training materials.
• Customer communication.
• Project-management assistance.
• SOP creation.
• Research and information summarization.
• Department-specific AI assistants and workflows.

Training & Employee Development

• Train employees on Microsoft Copilot and Microsoft 365.
• Conduct individual and group training sessions.
• Develop quick-reference guides, videos, prompts, and SOPs.
• Help employees understand which AI tools to use for different tasks.
• Identify employees who need additional Microsoft 365 or AI training.
• Track adoption and usage across departments.

AI Governance & Security

• Promote responsible use of company information with AI.
• Work with IT and management to establish AI usage guidelines.
• Help ensure employees understand what information can and cannot be entered into AI systems.
• Review AI solutions for appropriate permissions and data access.
• Assist with Microsoft 365 permissions and information-management best practices.

Continuous Improvement

The position should continuously ask:

“Can this process be simplified, automated, or improved using Microsoft 365 or AI?”

The goal is not simply to introduce more technology. The goal is to reduce unnecessary manual work and help employees accomplish more with the systems already available.

Education and Experience:

• Strong knowledge of Microsoft 365.
• Experience with Microsoft Copilot or other generative AI platforms.
• Experience with Power Automate.
• Working knowledge of SharePoint, Teams, OneDrive, Forms, and Lists.
• Power Apps experience preferred.
• Strong Excel skills.
• Understanding of business workflows and process improvement.
• Ability to learn new business systems quickly.
• Strong analytical and problem-solving skills.
• Strong written and verbal communication skills.
• Comfortable working directly with employees and department managers.
• Ability to train non-technical employees.
• Strong interest in AI, automation, and emerging technology.
• A college degree is helpful but practical experience, problem-solving ability, and demonstrated knowledge of Microsoft 365 and automation are more important.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be in good physical condition and have good motor skills.
• Must be able to lift up to 50 pounds at times.
• Ability to function in work environment with moderate noise level from several sources creating constant activity.

ADDITIONAL NOTES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Performance should be measured based on business impact, not simply the number of automations created.

Key measurements may include:

• Number of employees trained on AI and Microsoft 365.
• Microsoft Copilot adoption rate.
• Number of business processes reviewed.
• Number of processes improved or automated.
• Estimated employee hours saved through automation.
• Reduction in manual data entry.
• Reduction in spreadsheet/email-based processes.
• Employee adoption rate of implemented solutions.
• Number of successful workflows deployed.
• Reduction in recurring administrative tasks.
• Documented productivity improvements.
• Internal employee satisfaction with implemented solutions.

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.