Role Summary

Structure, standardize, and operationalize Microsoft Teams as the primary collaboration and project coordination platform across the organization.

Design and implement a scalable Teams architecture including and not limited to project-wise team structures, channel hierarchies, task tracking systems, document management protocols, reporting formats, and communication governance aligned with interior fit-out workflows.

This is not an IT support role. This is a systems structuring and workflow alignment role.

Engagement Details

· Mode: Freelance / Consultant

· Duration : 3 Months

· Reporting To: Principal Partner

· Stakeholders: Design Director, Project Managers, Sr Project Leader, Admin/IT

Key Responsibilities

· Audit current Teams setup and identify structural gaps

· Create standardized Team and channel architecture

· Set up project-specific Teams aligned to execution workflows

· Implement task tracking using Planner / To-Do

· Establish document management and version control systems

· Create reporting formats and dashboards

· Define communication protocols and governance rules

· Align Teams with real project lifecycle stages

· Train teams and drive adoption

· Continuously optimize system based on usage

Required Skills & Competencies

· Advanced Microsoft Teams proficiency

· Solid workflow and systems design capability

· Experience with Planner, SharePoint, OneDrive integrations

· Strong documentation and SOP writing ability

· Ability to translate operational workflows into digital systems





· Stakeholder coordination and training capability

Mandatory Requirements

· Proven experience setting up or restructuring Microsoft Teams environments

· Experience working in multi-team / project-driven organizations

· Demonstrable system structuring capability (not just usage)

Nice to Have

· Experience in interior design / construction / design-build firms

· Exposure to project management tools (MS Project, Asana, etc.)

· Understanding of document control systems.

Contract Deliverables

The engagement will be evaluated against the following deliverables:

1. Teams Architecture Framework

· Standard naming conventions

· Team hierarchy structure (Project / Function-based)

· Channel classification system

· Scalable template for future projects

2. Project Team Setup (Active Projects)

· All active projects structured within Teams

· Channels mapped to:

o Design

o Execution

o Procurement

o Client Communication

· Uniform structure across projects

3. Task Management System

· Planner / task boards created for each project

· Tasks mapped to project milestones

· Ownership and deadlines defined

· Status tracking framework implemented

4. Document Management System





· Folder structure aligned to project lifecycle

· Naming conventions implemented

· Version control system defined

· Duplication reduced/eliminated

5. Reporting & Dashboard System

· Weekly progress reporting format

· Project-level dashboards

· Milestone tracking visibility

· Leadership-level summary view

6. Communication Governance SOP

· Channel vs chat usage guidelines

· Escalation pathways

· Meeting structure formats

· Communication discipline framework

7. Training & Adoption

· Training sessions conducted across teams

· User manuals / SOP documents created

· Adoption tracking across departments

8. Final Handover Documentation

· Complete Teams structure blueprint

· SOP documentation

· Templates for:

o Projects

o Tasks

o Reporting

· Transition guide for internal teams

FINAL NOTE – IMPORTANT

This role requires:

· Systems thinking, not just tool familiarity

· Workflow understanding, not just configuration

· Execution discipline, not theoretical knowledge

Candidates must demonstrate actual implementation experience, not just usage.

Pay: From ₹80,000.00 per month

Ability to commute/relocate:

- Bengaluru, Karnataka: Reliably commute or planning to relocate before starting work (Required)

Experience:

- Microsoft Teams: 5 years (Required)
- SOP Creation: 2 years (Required)

Location:

- Bengaluru, Karnataka (Preferred)

Shift availability:

- Day Shift (Required)

Work Location: In person

📌 MS Teams Systems Co-ordinator (India)
🏢 Creencia Technologies Private
📍 India