[Hiring] Systems Administrator @Beyondsoft Consulting

Role Description

The Workfront Administrator is responsible for the day-to-day administration, configuration, and optimization of Adobe Workfront for the Creative Garage (CG) team. This role serves as the primary system owner, ensuring that Workfront effectively supports project intake, resourcing, scheduling, communication, and proofing workflows across multiple product lines. The administrator will also drive automation and continuous workflow improvement using Workfront Fusion. This is a 6-months temporary contract with possibility of extension.

Responsibilities

• System Administration & Configuration
  • Serve as the CG Group Admin with full editing rights to templates, custom forms, layout templates, and system settings.
  • Manage access levels (Contributor, Standard, etc.), layout templates (e.g., CG I Contributor), and schedules.
  • Configure and maintain groups (CG I Business Partners, product line teams), home teams, and company settings within the Enterprise Workfront instance.
  • Manage job roles, billing rates, and cost rates to support resource planning and financial tracking.
• Workfront Fusion & Automation
  • Design, build, and maintain Workfront Fusion scenarios to automate repetitive work processes and reduce manual effort.
  • Develop automations for common workflows, including:
    • Automated project creation from approved intake requests (converting issues to projects with correct templates, naming conventions, and program assignments).
    • Multi-project creation for regional variants (e.g., NA, EU, APAC) from a single intake request.
    • Automated task closure upon proof approval.
    • Scheduled polling scenarios (e.g., identifying stale issues, sending automated reminders).
    • Automated notifications and update posting to stakeholders.
  • Implement error handling within Fusion scenarios, including incomplete execution storage and admin notifications when automations fail.
  • Manage Fusion scenario versioning, documentation (notes, module naming), and iterative improvements (V1 → V2 enhancements).
  • Optimize Fusion scenarios for performance using design optimization and testing best practices.
  • Leverage Fusion connectors to integrate Workfront with other enterprise platforms (e.g., Jira, Salesforce, Outlook) as needed.
  • Maintain Fusion licensing compliance and monitor operation usage.
• Workflow Optimization & Process Improvement
  • Continuously evaluate existing CG workflows to identify inefficiencies, bottlenecks, and automation opportunities.
  • Define problems clearly, establish success criteria, and design solutions before building automations.
  • Create process flow diagrams, UMLs, and documentation to visualize workflows and support solution design.
  • Review and optimize content workflows at regular intervals (6-month and 12-month reviews) to ensure alignment with current business needs.
  • Collaborate with cross-functional teams and platform owners to identify integration opportunities and streamline handoffs.
  • Drive standardization across naming conventions, project creation processes, and template usage to improve consistency and accuracy.
• User Management & Onboarding
  • Provision new user permissions to work with CG, including manual setup for users with existing Adobe accounts.
  • Maintain user profiles across 14+ product lines.
• Template & Project Management
  • Create, maintain, and convert project templates following CG best practices (ALL CAPS parent tasks, standardized milestones, planned hours, etc.).
  • Manage templates across project categories: Creative Development, Brand Book, Web, Global, and Production.
• Intake & Request Queue Management
  • Configure and maintain the Creative Garage Intake request queue, including request types: Creative Development Request, Creative Review, Quick Turn, Workfront – Add to CG System, and Workfront Support.
  • Apply Workfront planning experience to intake and request queue management, ensuring all tickets and requests are created, tracked, and resolved within Adobe Workfront rather than routed to outside tools.
• Timesheets & Time Tracking
  • Administer timesheet profiles and enforce weekly submission requirements (due by noon every Tuesday).
  • Monitor compliance with timesheet closure policies to support data accuracy and CG resourcing visibility.
  • Manage hour types and time tracking configurations that align with CG billing guidelines.
• Reporting & Resourcing
  • Build and maintain dashboards (e.g., CG Intake Dashboard) and reports for workload visibility.
  • Support resource planning and utilization reporting across product lines.
  • Track planned vs. actual hours to support effort accuracy analysis and resourcing decisions.
• Proofing & Creative Reviews
  • Administer proofing workflows and creative review processes within Workfront.
  • Ensure proofing configurations meet CG team needs (replacing previous WorkDocs-based proofing).
• Training & Enablement
  • Develop and maintain training documentation and guides for CG Workfront users.
  • Provide ongoing support and troubleshooting for team members and Business Partners.
  • Drive adoption and change management as processes evolve.
  • Train team members on Fusion automation capabilities and how to request new automations.

Qualifications

• 3+ years of experience in Adobe Workfront (system or group admin level).
• Experience with Workfront planning, including intake, resourcing, and request queue management.
• 1+ years of hands-on experience building and maintaining Workfront Fusion scenarios.
• Strong understanding of project management methodologies, particularly in creative/marketing operations.
• Demonstrated ability to identify process inefficiencies and design automation solutions.
• Experience managing request queues, custom forms, templates, and approval workflows.
• Proficiency in configuring access levels, layout templates, groups, and teams.
• Experience with timesheet administration and resource management features.
• Strong process improvement mindset — ability to define problems, design solutions, and measure outcomes.
• Excellent communication in English at least B2+, documentation, and training skills.

Preferred

• Adobe Workfront System Administrator certification.
• Adobe Workfront Fusion certification or equivalent demonstrated expertise.
• Experience supporting creative teams or in-house agencies.
• Familiarity with enterprise authentication (Adobe/SSO with enterprise identity providers).
• Experience migrating teams from multiple tools (Smartsheet, SIM, or similar) into Workfront.
• Knowledge of APIs and how to interact with third-party platforms through Fusion connectors.
• Experience with proofing workflows and digital asset review processes.
• Background in process improvement methodologies (Lean, Six Sigma, or similar).

Benefits

• Paid CR holidays.
• 100% remote.
• Private Medical Insurance.
• 12 days PTO + 3 discretionary days.