Executive, Exchange Platform

GENERAL DESCRIPTION :

The Executive (Email & SharePoint) is responsible for supporting the day-to-day operations and administration of the Microsoft 365 email and collaboration platforms, including Exchange Online and SharePoint, across KPJ Group (hospitals, subsidiaries, and headquarters).

The role ensures the availability, security, and performance of email and collaboration services, while executing user lifecycle actions such as account provisioning and deactivation in accordance with defined identity policies and workflows. The position also supports system integrations, migration activities, and compliance with organizational security and governance standards.

JOB DESCRIPTION :
1. Email & Collaboration Platform Administration

• Administer and manage Microsoft 365 email and collaboration services, including Exchange Online, SharePoint Online, OneDrive, and related platforms across KPJ hospitals, subsidiaries, and headquarters.

• Perform day-to-day operations such as mailbox provisioning, shared mailbox configuration, distribution group management, and access permissions.

• Monitor platform performance and availability to ensure stable and reliable collaboration services.

2. SMTP & Mail Flow Support

• Support and administer SMTP mail flow operations, including connectors and relay configurations, in accordance with approved standards

• Assist in managing application and device SMTP relay access based on approved requests and security policies

• Monitor mail flow, message tracking, and delivery status to identify and resolve email delivery issues

• Escalate complex SMTP, security, or policy-related issues to senior or security teams when required

3. User Lifecycle & Access Management

• Execute approved user deactivation activities for resigned staff via defined workflows (e.g. AD360)

• Disable email, SharePoint, OneDrive, and collaboration access in accordance with approved timelines

• Ensure completion of activities and update service tickets accordingly.

4. Incident, Request & Operational Support

• Respond to incidents and service requests related to email and collaboration platforms

• Perform initial troubleshooting and issue resolution, escalating complex issues when required

• Provide technical support to users and assist in service recovery during disruptions

5. Change, Documentation & Governance

• Execute approved changes following change management procedures

• Maintain operational documentation, SOPs, and user guides

• Ensure activities comply with security, data protection, and governance requirements

6. Teamwork & Continuous Improvement

• Work closely with Identity, Infrastructure, Security teams, and vendors to maintain service reliability

• Perform ad-hoc tasks as required to support IT operations and improvement initiatives

• Demonstrate a proactive learning mindset and continuous skill development

JOB REQUIREMENT :

Education:
• Bachelor’s degree in Information Technology/Computer Science

Knowledge and Experiences:

• 1–3 Years of Relevant Experience: Experience supporting enterprise email and collaboration platforms, such as Microsoft Exchange Online and SharePoint Online, within a medium to large organization.

• Email & Collaboration Platform Operations: Working knowledge of administering mailboxes, distribution groups, shared mailboxes, SharePoint sites, and access permissions, following defined procedures and standards.

• User Access & Lifecycle Support: Experience supporting user onboarding, access changes, and deactivation activities for email and collaboration services in accordance with approved workflows and policies.

• Cloud Collaboration Services Exposure: Familiarity with Microsoft 365 cloud services, including Exchange Online, SharePoint Online, OneDrive, and Teams, in a cloud or hybrid environment.

• Security & Compliance Awareness: Basic understanding of email and collaboration security controls, data protection, and compliance requirements, with the ability to follow governance guidelines.

• Cross-Team Collaboration: Ability to work effectively with Identity, Security, Infrastructure, and Service Desk teams to resolve issues and support operational requirements.

• Learning & Development Mindset: Willingness to learn, improve technical skills, and stay updated with Microsoft 365 features and best practices.

Skills & Competencies:

• Microsoft 365–related certifications (e.g. Microsoft 365 Fundamentals, Exchange Online, SharePoint Online, or equivalent)

• Email & Collaboration Platform Certifications- Certifications or training related to Exchange Online, SharePoint Online, or Microsoft Teams

• Basic Security or Compliance Certifications (Advantage)

• Knowledge of Google Workspace or other enterprise collaboration platforms is an added advantage.

Technical skills required

• Identity & Access Management (Active Directory / Cloud Identity)

• Hybrid and cloud identity environments

• Identity security, risk, and compliance awareness

• Platform availability and access issue coordination

• Identity-related project and change support

Special skills required

• Strong analytical and problem-solving skills

• Soft-skills and presentation

• Exposure to new technology update and breakthrough

Personal attributes

• Strong Problem-Solving Skills

• Strong sense of responsibility and accountability

• Good interpersonal and communication skills

• Adaptability and Flexibility

• Time Management and Prioritization

• Strong Work Ethic and Initiative

• Able to persevere amidst tough situations

• Open mindedness in new technologies

• Adaptable to changes and new things

• Demonstrates integrity, professionalism, and ethical behavior