Collaboration Technology Administrator

Job Description

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

Email Security, Anti‑Spoofing & Authentication

• 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

Proofpoint Administration

• 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

DNS & Mail Routing Management

• 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

Microsoft 365 Administration (Enterprise Scope)

• 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

Operations, Documentation & Continuous Improvement

• 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

Required Technical Qualifications

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

Preferred Qualifications

• 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

Soft Skills & Professional Attributes

• 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

Education & Experience

• 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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