IT - Mail Administrator

Job Summary:

The Email Administrator will be responsible for managing and maintaining the organizations email systems, ensuring seamless communication across all offices. The role includes hands-on management of email platforms such as Zimbra, Office 365, and IceWarp, with a strong focus on mail security, compliance, and data loss prevention (DLP). The Email Administrator will also lead mail migration projects, ensure compliance with regulatory requirements, and implement email security protocols to protect the organizations data and communications.

Key Responsibilities:

Email Systems Administration:

• Administer, manage, and support email platforms including Zimbra, Office 365, and IceWarp, ensuring optimal performance and uptime.
• Perform routine maintenance, updates, and patches to keep email platforms secure and running efficiently.

Mail Migration:

• Lead and execute email migration projects, including migrations between Zimbra, Office 365, and IceWarp, ensuring minimal disruption to end users.
• Plan and manage the migration process, including data transfer, user communication, and troubleshooting any migration issues.

Mail Security & Compliance:

• Implement and manage email security measures, including encryption, anti-spam, and anti-malware protection, to safeguard the organization from email-borne threats.
• Ensure email systems comply with industry regulations and standards, including RBI guidelines, data protection laws, and internal security policies.
• Configure and monitor Data Loss Prevention (DLP) policies to protect sensitive information from being shared outside the organization.

Email Monitoring & Troubleshooting:

• Monitor email system performance, address issues, and troubleshoot problems related to email delivery, access, or configuration.
• Ensure smooth operation of all email services and quickly respond to incidents, ensuring minimum downtime.

Backup and Recovery:

• Manage email backup and recovery processes to ensure critical data is always protected and retrievable in case of a system failure.
• Implement and test disaster recovery plans for email services, ensuring business continuity during email service interruptions.

Email Policy Management:

• Develop and enforce email usage policies in line with security best practices and company requirements, covering user behavior, archiving, and retention of emails.
• Implement and manage email retention policies for compliance with regulatory standards, ensuring proper archiving and retrieval of old emails as required.

User Support & Training:

• Provide technical support to end users, troubleshooting email-related issues, and guiding them on the proper usage of email systems.
• Conduct training sessions for employees on best practices for email security, including recognizing phishing attacks and preventing data breaches.

Vendor Coordination:

• Collaborate with external vendors for the procurement, installation, and management of email-related tools and services.
• Manage vendor relationships for email security solutions, cloud services (Office 365), and third-party email platforms (Zimbra, IceWarp).

Reporting & Documentation:

• Maintain documentation on email configurations, security protocols, and system performance.
• Provide regular reports to IT management on email system health, migration status, security incidents, and compliance audits.

Required Skills & Qualifications:

• Bachelors degree in Information Technology, Computer Science, or a related field.
• 5-8 years of experience in administering and managing email platforms, with a focus on the financial services or NBFC domain.
• Hands-on experience with Zimbra, Office 365, and IceWarp platforms, including administration, configuration, and troubleshooting.
• Experience in email migration projects, including cross-platform migrations between Zimbra, Office 365, and IceWarp.
• Strong knowledge of email security technologies such as encryption, anti-spam, anti-malware, and secure email gateways.
• Experience in implementing and managing Data Loss Prevention (DLP) and email compliance policies.
• Familiarity with regulatory requirements such as RBI guidelines, data protection laws, and other compliance standards relevant to NBFCs.
• Ability to troubleshoot complex email issues and resolve them in a timely manner.