Associate Digital Workplace Analyst

Caplugs; Buffalo (NY); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Caplugs is seeking an Associate Digital Workplace Analyst to support modernization of how employees create, manage, share, and access information. The role emphasizes SharePoint & Microsoft 365 adoption, content migration coordination, training, documentation, and project support.

Under the Infrastructure & Digital Workplace Manager, you will collaborate with IT, HR, ERP, Operations and stakeholders to drive adoption, coordinate content modernization, and ensure effective use of Microsoft 365

Qualifications

• Bachelor's degree in Information Technology, Information Systems, Business, Communications, HR, or related field, or equivalent practical experience.
• One to three years of experience in information technology, business systems, collaboration tools, project coordination, user support, training, or related area.
• Working knowledge of Microsoft 365 applications, particularly Teams, SharePoint Online, OneDrive, and Office applications.

Responsibilities

• Coordinate content modernization initiatives and user adoption activities.
• Support migration and rollout activities for Microsoft 365 adoption across the organization.
• Develop training materials and run adoption sessions for employees.
• Maintain documentation, backlogs, and status reporting for the Digital Workplace program.

Skills

Project coordination

Stakeholder collaboration

Communication skills

Change management

Education

Bachelor's degree in IT or related field

Tools

Microsoft 365

SharePoint Online

Microsoft Teams

OneDrive

Job description

Working at Caplugs, you’ll find a team-oriented environment working to deliver best-in-class products and service to more than 24,000 customers around the world. Our customers trust us with their product production needs day after day, and that trust starts with our most critical asset – our people. We work to identify and develop talent, continuously focusing on innovation, learning and improvement to deliver on our promise to be the product protection partner our customers need to solve their challenges. Are you ready to be a part of our team?

SUMMARY

The Digital Workplace Analyst, Associate supports Protective Industries' multi-year modernization of how employees create, manage, share, and access information. The role is an early career opportunity focused on SharePoint & Microsoft 365 adoption, content migration coordination, employee training, documentation, user experience, and project support.

Working under the Infrastructure & Digital Workplace Manager, the analyst will collaborate with Infrastructure, Security, HR, ERP, Operations, business stakeholders, and external partners. The role will play a key part in advancing Protective Industries' Digital Workplace strategy by coordinating content modernization initiatives, supporting business stakeholders, driving adoption of Microsoft 365 capabilities, and helping employees effectively leverage modern collaboration, communication, and productivity tools across the enterprise.

Role focus

coordinate, document, train, support adoption, monitor the Microsoft roadmap, and connect business needs with the appropriate internal or external expertise.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned.

1. Enterprise Content Migration and Governance Support

   Support development and maintenance of a multi-year roadmap for moving legacy file-share content into Microsoft 365, including SharePoint Online and Microsoft Teams. Coordinate migration waves by function, beginning with intellectual property and confidential content, followed by other prioritized business areas.

   Maintain inventories, schedules, action logs, readiness checklists, risks, decisions, and status reporting for each migration wave. Partner with content owners to identify obsolete, duplicate, sensitive, or business-critical information before migration.

   Coordinate user communications, department readiness, user acceptance testing, go-live activities, and post-migration adoption support. Help apply established standards for site structure, permissions, retention, sensitivity, naming, and content ownership. Escalate design or policy decisions to the appropriate owner.

   Document lessons learned and maintain a repeatable migration playbook for future departments and locations.

2. HRIS Program and Employee Content Support

   Support HR and ERP project migration activities related to moving employee content and processes from NAV2018 to the future HRIS platform.

   Assist with employee document inventories, content cleanup, organization, mapping, and migration readiness. Coordinate training, communications, user acceptance testing, issue tracking, and employee adoption activities.

   Help ensure HR content is handled according to approved security, privacy, retention, and access requirements. Serve as a liaison among IT, project teams, and implementation partners for assigned work and follow-up actions.

3. Operations, Plant, and Office Content Distribution

   Support requirements gathering and evaluation of a scalable platform for plant, frontline, office, and mobile employee communications. Coordinate demonstrations, pilots, user feedback, testing, documentation, and rollout readiness.

   Partner with Operations, HR, Safety, Communications, and site leadership to understand audience and content‑delivery needs. Support implementation, training, and adoption after platform selection.

   Maintain content standards, operating procedures, and support documentation as the capability matures.

4. Microsoft 365 Adoption, Training, and Roadmap Support

   Act as an internal champion for Microsoft Teams, SharePoint Online, OneDrive, Viva, Forms, Loop, Copilot, and other approved Microsoft 365 productivity capabilities.

   Monitor the Microsoft 365 roadmap, summarize relevant changes, coordinate testing, and help organize pilot programs. Identify and/or create practical training materials, quick-reference guides, FAQs, knowledge articles, short videos, and launch communications.

   Deliver user training, office hours, workshops, and role‑based adoption sessions using a structured change and adoption approach. Gather user feedback and adoption data, identify recurring barriers, and recommend improvements to tools, guidance, or support.

   Provide limited concierge support during launches and major deployments, while transitioning repeatable support needs to the help desk or managed service provider. Maintain the Digital Workplace backlog and support quarterly planning and prioritization with the manager and stakeholders.

SCOPE AND ROLE BOUNDARIES

This position is an important internal contributor, but it is not a help desk, senior engineering, architecture, or program management role. Responsibilities will be shared across the operating model below.

Coordinates work, readiness, training, documentation, adoption, testing, and follow‑up. Other Teams and Partners: Infrastructure owns core platform administration and technical operations.

Applies approved standards and escalates policy, architecture, and security decisions. Other Teams and Partners: Security and governance owners define controls, policies, classification, DLP, and risk decisions.

Provides short‑term concierge support during launches. Other Teams and Partners: Help desk and managed services provide scalable, ongoing end‑user support.

Maintains project artifacts, backlogs, status, user feedback, and playbooks. Other Teams and Partners: Consulting and implementation partners perform complex architecture, migration tooling, engineering, and specialized delivery.

Supports HRIS and content‑distribution initiatives as an IT coordinator and adoption resource. Other Teams and Partners: Business owners make process, priority, content ownership, and vendor selection decisions.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications Bachelor's degree in Information Technology, Information Systems, Business, Communications, Human Resources, or a related field, or equivalent practical experience.

One to three years of experience in information technology, business systems, collaboration tools, project coordination, user support, training, or a related area.

Working knowledge of Microsoft 365 applications, particularly Microsoft Teams, SharePoint Online, OneDrive, and Office applications. Strong written and verbal communication skills, with the ability to explain technology in clear, practical terms.

Strong organization, follow‑through, documentation, and attention to detail. Customer‑service mindset and comfort working directly with employees across functions, levels, locations, and technical abilities.

Ability to manage multiple assignments, maintain action logs, and elevate issues appropriately. Interest in learning Microsoft platforms, information governance, change management, and digital workplace practices. Preferred Qualifications

Preferred Qualifications

Experience supporting SharePoint, Teams, OneDrive, Microsoft 365 administration, or content migration activities. Experience creating or delivering training, knowledge articles, videos, job aids, or adoption communications.

Exposure to HRIS, ERP, intranet, employee communication, or digital signage initiatives. Experience working with vendors, consultants, or managed service providers.

Experience in manufacturing, a multi‑site organization, or a global business environment. Microsoft Fundamentals or role‑based certifications, or a demonstrated plan to pursue relevant certifications.

CORE COMPETENCIES

Learning Agility: Quickly learns new Microsoft 365 capabilities, business processes, and support models. User Empathy: Understands employee needs and translates technical change into practical guidance. Execution Discipline: Keeps plans, actions, issues, documentation, and communications current. Collaboration: Builds productive relationships across IT, HR, Operations, Security, and third parties. Judgment: Works independently within defined standards and knows when to elevate. Change Orientation: Helps users move from familiar legacy practices to governed, modern ways of working.

MEASURES OF SUCCESS

Migration waves are organized, documented, and delivered with clear business readiness and user support. Training, communications, and adoption activities are available for major Digital Workplace releases.

HRIS-related employee content activities meet agreed project milestones and quality expectations. Digital Workplace documentation, knowledge articles, playbooks, and backlogs remain current and usable.

User feedback and recurring support themes are captured and converted into practical improvements. Infrastructure and project teams spend less time on routine Microsoft 365 guidance and coordination.

New Microsoft 365 capabilities are regularly reviewed, tested, and advanced when they provide clear business value.

CAREER DEVELOPMENT

This role is designed as an early-career growth opportunity. With demonstrated performance and continued development, the employee may progress toward roles such as Microsoft 365 Administrator, Business Systems Analyst, Digital Workplace Product Owner, Collaboration Analyst, or Digital Workplace Manager.

WORKING CONDITIONS AND TRAVEL

Western New York candidates are preferred. Remote candidates may be considered based on qualifications and business needs. Occasional travel to company offices or manufacturing locations may be required for discovery, training, pilots, or deployments. Work may occasionally be scheduled outside standard business hours to support deployments or global teams.

EQUAL EMPLOYMENT OPPORTUNITY

Protective Industries is committed to providing equal employment opportunities. Employment decisions are based on business needs, job requirements, and individual qualifications, without regard to any status protected by applicable law. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

NOTE: This job description summarizes the primary duties of the role and is not intended to be an exhaustive list.