We are seeking an experienced Automation and Workflow Contractor to simplify repetitive administrative processes and build reliable, documented systems.
The goal is to reduce manual work, improve follow-up, organize records, and create workflows that can be monitored and maintained by a general administrative assistant.
Google Workspace should be used whenever practical, including Google Drive, Forms, Sheets, Docs, Gmail, Calendar, and Apps Script. Other tools such as Zapier or
Make.com may be recommended when necessary.
This is a fixed-price, milestone-based project.
Project Scope
1. Staff Onboarding Automation
Create a repeatable onboarding system that includes:
Approved staff entry or onboarding form
Automatic creation of individual staff folders in Google Drive
Standard folder naming and organization
Onboarding emails
Required-document tracking
Staff handbook delivery
Background-check instructions
CPR and training reminders
Missing-document follow-up
Orientation reminders
Connecteam and Square setup tasks
Staff readiness checklist
Google Sheets onboarding tracker
Completion notifications
End-of-season access and document review checklist
2. Embark Transport Quote and Onboarding
Build a workflow that includes:
Parent quote request intake
CRM or Google Sheets record creation
Review of required information
Draft quote preparation
Internal approval request
Approved quote delivery
Parent acceptance
Contract generation
Electronic signature
Signed-document filing in Google Drive
Invoice or payment-link creation
Welcome email
Follow-up for incomplete steps
The final quote must require internal approval before being sent to the parent.
3. Transportation Billing
Build or improve a workflow that includes:
Weekly invoice preparation
Invoice delivery
Payment reminders
Outstanding-balance reporting
Administrative follow-up tasks
Missed-payment or workflow alerts
Organized billing records in Google Drive or Google Sheets
4. Camp Parent Communication
Create a simple system that allows the administrative assistant to prepare, schedule, and monitor seasonal communications, including:
Parent Orientation invitations
First-day reminders
Weekly schedule emails
Field trip reminders
Water-day reminders
Payment reminders
Parent surveys
Final-week information
End-of-season thank-you emails
Some camp registration communications are already automated by the registration platform. The contractor should review the current process and avoid duplicating existing functions.
Additional Google Workspace Opportunities
The contractor should also identify practical ways to automate:
Seasonal folder creation
Staff and camper folder creation
Document naming and filing
Form responses entering Google Sheets
Google Docs template generation
Email delivery based on status changes
Missing-document reminders
Credential and expiration reminders
Weekly status reports
Dashboard updates
File links added automatically to tracking sheets
End-of-season archiving and folder organization
Required Deliverables
Each completed workflow must include:
A tested and functioning automation
Written SOP with screenshots
Short training video
Error-notification process
Manual backup instructions
Instructions for editing dates, templates, and email content
List of connected accounts and integrations
Documentation of recurring software costs
Final knowledge-transfer training
Master inventory of all completed automations
Requirements
Demonstrated experience with no-code or low-code automation
Strong experience with Google Workspace automation
Experience with Google Forms, Sheets, Docs, Drive, Gmail, and Calendar
Experience with Google Apps Script, Zapier,
Make.com, or similar tools
Experience connecting CRM systems, email platforms, electronic signatures, invoicing tools, and cloud storage
Strong testing and troubleshooting skills
Ability to create clear SOPs and training materials
Ability to build systems that can be maintained by a general administrative assistant
Strong communication and milestone-based project management
Project Conditions
All accounts, folders, scripts, workflows, templates, and documentation must remain under company ownership.
Any required paid software must be disclosed and approved before implementation.
The contractor must begin with a process review and implementation plan.
Payment will be released by approved milestones.
Proposals should include relevant examples of similar automation projects.
The final system must be simple, maintainable, and fully documented.
Suggested Milestones
Process review and implementation plan
Staff onboarding system
Transportation quote and onboarding workflow
Transportation billing workflow
Camp communication system
Testing, documentation, training, and final handoff
Delivery term: Not specified