Administration

Pilot wave 3 (M9). Impact: medium. See the hub. Administration’s work is document- and correspondence-heavy across three sites — exactly the profile a drafting-and-filing assistant helps most — but it touches legal and executive material, so it follows once the platform’s access controls are proven in earlier waves.

Current state (assumptions to validate)

Administration handles the corporate housekeeping around the operating departments: formal correspondence with authorities, banks, insurers, and landlords; document filing and the physical/digital archive; certificates and legalizations the tender business constantly requires (chamber registrations, tax/insurance clearances, ISO certificates copies); executive assistance (calendars, travel, meeting logistics across HQ, Akti Miaouli, and Perama); office supplies and facility matters; and switchboard/reception flows.

Assumptions — to validate in discovery: team ~2–4; filing split between paper archive and unstructured SharePoint/file-server folders; recurring certificate requests handled from memory and calendar reminders; formal letters drafted from old examples. Pain points: finding the right precedent document, deadline tracking on certificates and renewals (insurance, vehicle fleet, facility contracts), formal-register Greek drafting effort.

Target AI-first operating model

By M12 administration drafts formal correspondence with the assistant (formal-register Greek and English, from a precedent library in the knowledge base), retrieves any filed document by asking for it in natural language, and runs certificates/renewals from an automated deadline register instead of memory. Meeting minutes for management meetings are drafted by the Meeting Scribe Agent and curated by administration. Everything sent outside the company remains human-signed.

AI use cases

Use case	Pain addressed	Data needed	Complexity	Impact	Pilot
Formal correspondence drafting from precedent library (GR/EN)	Drafting effort, register/tone	Precedent letters in KB, templates	L	M	Y
Natural-language document retrieval over the filed archive	Time lost searching	Digitized archive with metadata	M	H	Y
Certificate/renewal deadline register with automated reminders	Missed/last-minute renewals	Contract & certificate metadata	L	M	N
Meeting minutes drafting for management meetings	Manual minute-taking	Teams recordings → transcription	M	M	N
Legalization/certificate request-pack assembly for tenders (with sales)	Repeated manual assembly	Certificate copies, issue dates, validity	L	M	N

Process transformation opportunities

• Scan-first filing: every inbound/outbound formal document scanned, auto-classified, metadata-tagged, and retrievable — the paper archive stops being the source of truth.
• Deadline register: one structured register for every renewable obligation (certificates, insurance, vehicles, contracts) with automated escalation — administration stops being the company’s human calendar.
• Precedent library: best formal letters curated once in the KB, reused forever.

Required data sources

• SharePoint/file-server folders; paper archive (progressive scanning); contract and certificate scans with validity dates.
• Teams recordings for management meetings; templates and precedent letters.

Potential AI agents

• Meeting Scribe Agent (company-wide) — administration curates the minutes of management meetings before distribution.
• Knowledge Assistant (company-wide) — archive-retrieval scope with ACLs: legal/executive folders restricted to authorized roles.

Automation opportunities

• n8n: renewal reminders with escalation; scan-intake → classification → filing flow; certificate-validity watchlist feeding the tender-pack use case.

Required integrations

• M365 (SharePoint, Teams, calendars — integrations); scanner intake; document OCR pipeline (RAG & data pipeline).

KPIs

KPI	Baseline	M12 target
Time to retrieve a filed document	TBD (M2)	< 2 minutes
Formal letters drafted with assistant	0	≥70%
Renewals handled before deadline without escalation	TBD	100%
Management meetings with curated AI minutes	0	≥80%

Risks

• Sensitive legal/executive documents exposed through retrieval → strict per-folder ACLs enforced at query time (security & operations); administration validates access matrix before pilot.
• OCR quality on old/stamped Greek documents → OCR pilot on a sample of the archive in M6; keep paper fallback until quality proven.
• Formal-register drafting errors toward authorities → human signature mandatory; precedent library reviewed by management.

Training needs

• Administration team: retrieval and drafting workflows, scan-intake operation, deadline-register upkeep (M8–M9).

Deliverables

• Scan-first filing workflow with classification; precedent letter library; renewal/deadline register with automation; curated-minutes workflow.

12-month execution milestones

Month	Milestone
M1–M2	Discovery: archive audit, correspondence inventory, renewal-obligation census
M4	Assistant onboarding (general drafting)
M6	OCR quality pilot on archive sample; deadline register structure agreed
M8	Precedent library curated; training
M9	Wave-3 pilot: correspondence drafting + archive retrieval
M10	Pilot evaluation; renewal automation live
M11	Scan-first filing standard practice; minutes workflow in production
M12	KPI review; year-2 archive digitization plan