Collaboration Technology Administrator
2 weeks ago
Collaboration Technology Administrator (Email & Microsoft 365)
Position Overview
Victaulic is seeking a highly experienced Collaboration Technology Administrator with deep, hands-on expertise in enterprise email systems and Microsoft 365. The primary focus is ownership of Victaulic's hybrid email architecture, including Exchange Online, on-premises Exchange relay servers, Proofpoint Email Security, and DNS-based mail routing and authentication.
This individual will serve as the technical authority for mail flow design, configuration, troubleshooting, and security, ensuring reliable delivery, strong anti-spoofing protections, and compliance with enterprise email standards. The role also requires senior-level administration of Microsoft 365 using E5 licenses and features, including operating as a Global Administrator when required.
Primary Responsibilities
Email Architecture & Mail Flow Ownership
- Own and administer Victaulic's hybrid email environment, including:
- Microsoft Exchange Online
- On-premises Exchange SMTP relay servers
- Proofpoint Email Security (MX Edge, Secure Email Relay, outbound filtering)
- Design, maintain, and troubleshoot complex inbound and outbound mail flows across multiple paths, including:
- Internet → Proofpoint → Exchange Online
- Exchange Online → Proofpoint → Internet
- Internal applications via Proofpoint SER
- Legacy applications via on-premises Exchange relays
- Alternate routing scenarios involving Microsoft 365 default MX endpoints
- Perform end-to-end message tracing across Exchange Online, Proofpoint, and on-premises Exchange to rapidly diagnose delivery failures, spoofing events, or routing loops
- Serve as the technical owner for email security and anti-spoofing controls, including:
- SPF, DKIM, and DMARC design, implementation, and ongoing tuning
- First-party DMARC enforcement within Proofpoint
- Exchange Online anti-spoofing and transport rule configuration
- Maintain and validate trusted IP exemptions, connector scopes, and relay authorizations to prevent false positives while maintaining security posture
- Monitor and analyze DMARC aggregate and forensic reports, identify trends, and remediate authentication failures
- Administer Proofpoint Email Security platform, including:
- Inbound and outbound routing configuration
- Secure Email Relay (SER) for internal applications and devices
- Spam, phishing, malware, and content filtering policies
- DMARC enforcement policies and reporting
- Partner with Proofpoint support during escalations and incident response
- Manage and validate email-critical DNS records hosted in Network Solutions, including:
- MX records
- SPF TXT records
- DKIM selector records
- DMARC policy records
- Understand DNS propagation, caching behavior, and their impact on mail delivery and authentication
- Coordinate DNS changes with internal teams and vendors to minimize risk
- Act as a senior Microsoft 365 administrator, including Global Admin responsibilities when required
- Manage Exchange Online configuration beyond basic mailbox administration, including:
- Mail flow connectors
- Transport rules
- Accepted domains
- Hybrid and relay configurations
- Administer Microsoft 365 E5 features relevant to email and security, such as:
- Microsoft Defender for Office 365
- Data Loss Prevention (DLP) related to email
- Audit logging and message investigation tools
- Ensure licensing alignment and proper feature usage within E5 entitlements
- Develop and maintain detailed technical documentation for:
- Email architecture and flow diagrams
- Mail routing logic and exceptions
- Security and authentication configurations
- Troubleshooting procedures and runbooks
- Serve as escalation point for complex email incidents and outages
- Identify opportunities to simplify mail routing, reduce technical debt, and retire legacy relay paths
- Stay current on Microsoft and Proofpoint changes that impact email flow, security, or compliance
Candidates must demonstrate deep, hands-on experience in the following areas:
- Enterprise email administration (5+ years preferred)
- Microsoft Exchange Online (advanced mail flow, connectors, transport rules)
- On-premises Exchange used as SMTP relay infrastructure
- Proofpoint Email Security administration in a production enterprise environment
- Advanced understanding of SMTP, mail routing, and message tracing
- Strong, practical experience with:
- SPF, DKIM, DMARC
- Anti-spoofing and phishing protections
- DNS management experience, specifically for email routing and authentication (Network Solutions or equivalent providers)
- Microsoft 365 administration at enterprise scale, including E5 licensing
- PowerShell scripting for Exchange Online and Microsoft 365 administration
- Experience managing hybrid email environments with multiple relay paths
- Background in email security engineering or messaging infrastructure roles
- Experience supporting internal applications, scanners, and devices that rely on SMTP relay
- Familiarity with Microsoft Defender, Purview, and compliance tooling as it relates to email
- Experience participating in incident response for phishing, spoofing, or mail delivery outages
- Strong analytical and troubleshooting mindset
- Ability to explain complex email concepts to non-technical stakeholders
- Comfortable owning highly visible, business-critical systems
- Detail-oriented with a focus on reliability and security
- Ability to collaborate effectively with team and maintain daily rapport with the team lead on active projects, operational issues, and major configuration changes
- Ability collaborating with security, infrastructure, and application teams
- Bachelor's degree in Information Technology or equivalent experience
- 5+ years of hands-on enterprise email administration (hybrid environments strongly preferred)
- 5+ years administering Microsoft 365 in a production environment
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