Mail Administrator

Role & responsibilities

Microsoft 365 (O365) Support

• Administer and support Exchange Online, Outlook, Teams, SharePoint, and OneDrive
• Manage mailboxes, distribution lists, shared mailboxes, O365 Licenses and mail flow rules
• Troubleshoot mail delivery issues, client connectivity, and licensing
• Manage Intune/MDM
• Configure and manage Microsoft 365 compliance features (DLP, retention policies, eDiscovery)
• Handle MFA, Conditional Access policies, and identity management via Entra ID (Azure AD)
• Monitor service health and respond to O365 service incidents

Google Workspace (Gmail) Support

• Administer Gmail accounts, groups, aliases, and routing configurations
• Troubleshoot email delivery failures, spam classification, and sync issues
• Configure Gmail policies, filtering rules, and organizational settings via Admin Console
• Manage Google Vault for eDiscovery, audit, and compliance
• Support SSO integrations and user provisioning for Google Workspace

Email Security Gateway

• Administer and maintain email security gateway solutions
• Configure and tune anti-spam, anti-phishing, anti-malware, and sandboxing policies
• Manage email authentication protocols: SPF, DKIM, DMARC
• Investigate and respond to email-based threats and security incidents
• Generate reports on threat intelligence, blocked messages, and quarantine activity
• Coordinate with security teams for incident response and policy enforcement

Journaling & Email Archiving

• Administer email journaling solutions for regulatory and compliance requirements
• Configure journaling rules across O365, Google Workspace, and on-premises Exchange
• Support legal hold, eDiscovery searches, and export of archived emails
• Ensure archiving policies meet industry compliance standards (GDPR, HIPAA, SEC, FINRA)
• Monitor archiving health, storage utilization, and data integrity
• Assist legal and compliance teams with audit requests and data retrieval

Application Email via SMTP Relay (Third-Party Solutions)

• Configure and manage SMTP relay services for transactional and application-generated emails
• Set up and maintain SMTP relay connectors in O365 and Google Workspace to route application mail through approved third-party providers
• Manage API keys, SMTP credentials, and IP whitelisting for relay authentication
• Monitor email delivery rates, bounce rates, open rates, and relay health dashboards
• Troubleshoot application email failures including SMTP connection errors, authentication issues, and delivery rejections
• Enforce email authentication (SPF, DKIM, DMARC) for all relay domains to ensure deliverability and prevent spoofing
• Coordinate with application development teams to onboard new services onto SMTP relay infrastructure
• Manage suppression lists, unsubscribe handling, and bounce management in relay platforms
• Review and optimize relay throughput, rate limits, and IP reputation to maintain high deliverability

Preferred candidate profile

• Bachelors degree in Information Technology, Computer Science, or related field (or equivalent experience)
• 46 years of hands-on experience in IT support with a focus on messaging and email systems
• Strong knowledge of Microsoft 365 administration and Exchange Online
• Experience with Google Workspace administration and Gmail configuration
• Hands-on experience with at least one enterprise email security gateway platform
• Understanding of email journaling and archiving concepts and tools
• Hands-on experience with third-party SMTP relay
• Ability to configure SMTP relay connectors and troubleshoot transactional email flows for applications
• Proficiency in email protocols: SMTP, IMAP, POP3, MAPI
• Working knowledge of DNS, MX records, SPF, DKIM, and DMARC
• Strong analytical and troubleshooting skills with attention to detail
• Excellent communication skills for working with end-users and stakeholders

Nice to have

Exposure to ITIL Framework or working in an ITIL based environment

Experience in hybrid infrastructure or cloud migration projects

Behavioral

Ownership and Accountability – Takes full responsibility for server infrastructure performance and vendor deliverables. Acts with sense of urgency and drives outcomes

Collaboration and Influence – Works effective across internal teams and external vendors. Ability to influence stakeholders without direct authority to drive outcomes

Communication – Communicates technical issues clearly to both technical and non-technical audience

Analytical Thinking – Uses structured thinking and data=--driven approach to solve problems, assess risks and make recommendations

Adaptability – Thrives in dynamic environment. Comfortable managing both legacy systems and modern cloud technologies