Microsoft 365/Azure Engineer Required For sop

Freelancing.my; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A prominent Malaysian technology consultancy is seeking a Microsoft 365/Azure Engineer to enhance their SOP management system. The role involves centralizing SOPs in SharePoint, automating approval processes, and implementing AI assistance for document access. Candidates should have strong experience in SharePoint Online and Power Automate. Familiarity with Azure AD and AI Chat integration is necessary for this position. Competitive salary and supportive work environment included.

Benefits

Competitive salary

Opportunity for professional development

Dynamic work environment

Qualifications

• Strong experience in SharePoint Online and Power Automate.
• Knowledge of Azure AD for identity management.
• Familiarity with Microsoft 365 Backup solutions.
• Capable of designing and implementing AI Chat integrations.

Responsibilities

• Develop and maintain SOP management systems using SharePoint.
• Automate document approval and review processes.
• Deploy Teams-native SOP chat assistant.
• Monitor and optimize Azure service costs.

Skills

SharePoint Online

Power Automate

Azure AD

AI Chat integration

Microsoft 365 Backup setup

Education

Degree in Computer Science or equivalent

Tools

Copilot Studio

Azure OpenAI

Job description

Microsoft 365/Azure Engineer Required For sop

What We’re Building
Business Problem:CryoCord Malaysia has Standard Operating Procedures scattered across different systems, making it hard for staff to find current procedures, ensure compliance, and maintain document quality.
Solution:An intelligent SOP management system that:

• Centralizes all SOPs in SharePoint with proper governance
• Uses AI to help staff find answers quickly via chat interfaces
• Automates document approval and review cycles
• Provides AI-assisted content curation and duplicate detection

Content Hub
SharePoint Online
Central SOP repository with metadata

Identity
Entra ID (Azure AD)
Department-based access control

Workflow
Power Automate
Approval processes, notifications

AI Chat (Primary)
Copilot Studio
Teams-native SOP assistant

AI Chat (Advanced)
Azure OpenAI + AI Search
Web-based chat with custom data

Backup
Microsoft 365 Backup
Point-in-time recovery

Implementation Steps

Phase 1: Foundation

Goal:Set up core SharePoint structure with proper security

Tasks:

• Build SharePoint Site:/sites/SOP-Home
  • Create libraries: HR, Lab, Operations, QA, Finance
  • Add columns: Owner (Person), EffectiveDate (Date), NextReviewDate (Date), Status (Choice: Draft|Approved), VersionText (Text), ProcessArea (Choice), Confidentiality (Choice: Internal|Restricted), Keywords (Text)
  • Configure library permissions using Entra groups
  • Enable major versioning
• Security Lockdown:
  • Remove “Everyone” sharing links
  • Enable Restricted SharePoint Search (optional: requires SharePoint Advanced Management)

Acceptance:Users can only see SOPs they have permission to access

Phase 2: Automation

Goal:Automate SOP approval and review processes

Power Automate Flows:
Flow 1: SOP-Intake-To-Approval

• Trigger: File created with Status=Draft
• Actions:
  • Normalize filename to SOP-[Dept]-[###] v[X.Y].docx
  • Start approval to library Owner
  • On approve: Set Status=Approved, move to proper folder
  • On reject: Keep in drafts, notify submitter

Flow 2: SOP-Review-Reminder-Weekly

• Actions:
  • Find SOPs with NextReviewDate within 7 days
  • Send Teams notification to Owner with direct links
  • Log to SharePoint list for tracking

Acceptance:Draft SOPs automatically route for approval, owners get review reminders

Phase 3: AI Assistant – Copilot Studio

Goal:Deploy Teams-native SOP chat assistant

Setup:

• Create “SOP Assistant” bot in Copilot Studio
• Connect data source: SharePoint SOP-Home (Approved status only)

You are CryoCord Malaysia’s SOP Assistant. Answer briefly (max 5-8 bullet points), use exact SOP content, and always include ‘Source: [SOP link]’. If unsure, say “I don’t know—please check these related SOPs” and list up to 3 related SOPs. Never answer from Draft documents.

• Publish to Teams and auto-pin for pilot group
• Add web embed to SharePoint SOP-Home page

Licensing:Copilot Studio credits or pay-as-you-go model

Acceptance:Fast response times with high user satisfaction, always includes source links

Phase 4: Backup & Safety

Goal:Enable backup and test recovery procedures

Tasks:

• Enable Microsoft 365 Backup for SOP-Home site
• Perform test restore of a library to validate process
• Document restore procedures with RTO/RPO expectations

Acceptance:Successful test restore completed and documented

Phase 5: Advanced AI Chat (Optional)

Goal:Deploy Azure-based chat for advanced scenarios

• Storage Account:Blob containersop-approved
• Power Automate Sync:When SOP approved → copy to blob with metadata
• Azure AI Search:Create index from blob container using Import Data wizard
• Azure OpenAI:Chat model + embeddings for semantic search
• AI Studio:Deploy “Chat with your data” web app
• Integration:Embed web app URL in SharePoint and Teams

Cost Control:Set Azure budget alerts, index only approved SOPs

Acceptance:Fast response times with cited SharePoint sources

Phase 6: AI-Assisted Curation (Optional)

Goal:Use AI to help curate and organize uploaded SOPs

Curator Flow:

• Trigger: File uploaded to Drafts
• Get file content via SharePoint or AI Search
• Call Azure OpenAI to extract:
  • Suggested title, department, process area
  • Keywords, summary, effective date
  • Potential duplicates using vector search
• Present as approval card to content manager
• On approval: Write metadata, rename file, move to approved

Developer Setup Requirements
Prerequisites

• Admin Access:SharePoint Site Collection Admin, Teams Admin
• Licenses:Microsoft 365 E3/E5, Power Automate Premium
• Skills:SharePoint Online, Power Automate, basic Azure (for optional features)
• Power Platform environment with Dataverse
• Copilot Studio access (included with M365)
• Azure subscription (for advanced AI features)

Key Configuration Files

• Flow Definitions:Power Automate YAML exports
• Individual Power Automate flows with test documents
• SharePoint permissions with test user accounts
• Copilot Studio responses with sample questions

Integration Testing

• Permission boundaries and access controls

User Acceptance Testing

• Pilot group: Representative users from different departments
• Success criteria: High user satisfaction ratings and fast response times

Monitoring & Operations
Key Metrics

• Performance:AI response times, search result relevance
• Usage:Questions asked, SOPs accessed, approval cycle time
• System:API call volumes, storage usage, backup status

Operational Runbooks

• Add new department (permissions, metadata, approvals)
• Update Copilot Studio bot and Teams deployment
• Process AI curator batch approvals
• Restore SOPs from backup quickly
• Monitor and optimize Azure costs

Licensing Requirements
Microsoft 365 Services

• Microsoft 365 E3/E5 licenses for users
• Power Automate Premium for advanced flows
• Copilot Studio credits for AI assistant
• Microsoft 365 Backup (optional)
• SharePoint Advanced Management (if using restricted search)

Azure Services (Optional Advanced Features)

• Azure OpenAI for advanced chat capabilities
• Azure AI Search for semantic search
• Budget monitoring and alerts recommended

Known Limitations & Workarounds
SharePoint Search Restrictions

Issue:Tenant‑wide restricted search affects all users

Workaround:Enable gradually by department, maintain allow‑list of safe sites

Issue:Limited response length and source count

Workaround:Use Azure AI chat for complex queries, Copilot Studio for quick answers

Power Automate File Processing

Issue:Large files may timeout in flows

Workaround:Process metadata only in flows, use Azure for full‑text extraction

Phase 1 – Foundation

• Entra ID groups created and populated
• SharePoint site and libraries configured
• Metadata columns added with proper validation
• Library permissions applied and tested
• Versioning and basic approval enabled

Phase 2 – Automation

• SOP intake flow created and tested
• Review reminder flow scheduled and tested
• Error handling added to all flows
• Notification templates configured

Phase 3 – AI Assistant

• Copilot Studio bot created and configured
• SharePoint data source connected (approved only)
• Teams app published and auto‑pinned for pilot
• SharePoint web embed added
• Response quality verified with sample questions

Phase 4 – Backup & Safety

• Microsoft 365 Backup enabled for SOP site
• Test restore performed and documented
• Recovery procedures written and reviewed

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