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Key Responsibilities and Required Skills for Microsoft Exchange Engineer

💰 $110,000 - $165,000

IT InfrastructureSystems EngineeringMessaging & Collaboration

🎯 Role Definition

The Microsoft Exchange Engineer is a specialized IT professional responsible for the architecture, implementation, security, and operational health of the organization's messaging environment. This role serves as the subject matter expert for all things related to Microsoft Exchange, both on-premises and in the cloud (Exchange Online). More than just an administrator, this individual is a strategic partner to the business, ensuring that our primary communication platform is reliable, secure, and aligned with modern collaboration needs. The engineer is entrusted with safeguarding critical business communications, leading complex migration projects, and automating processes to enhance efficiency and system resilience.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Systems Administrator
  • Tier 3 IT Support Specialist
  • Junior Messaging Administrator

Advancement To:

  • Senior Microsoft Exchange / Messaging Engineer
  • Messaging & Collaboration Architect
  • Cloud Infrastructure Architect or Principal Engineer

Lateral Moves:

  • Microsoft 365 Engineer / Architect
  • Identity and Access Management (IAM) Engineer
  • Cloud Security Engineer

Core Responsibilities

Primary Functions

  • Architect, deploy, and maintain a robust and scalable Microsoft Exchange environment, including on-premises servers (2016/2019), Exchange Online, and complex hybrid configurations.
  • Lead and execute migration projects from on-premises Exchange or third-party mail systems to Microsoft 365's Exchange Online, ensuring minimal disruption to business operations.
  • Manage and troubleshoot all aspects of mail flow, including connectors, transport rules, and routing, ensuring timely and secure delivery of all internal and external communications.
  • Configure, manage, and enforce messaging security and compliance policies using tools like Microsoft Purview, including Data Loss Prevention (DLP), eDiscovery, Litigation Hold, and retention policies.
  • Ensure high availability and business continuity for the messaging platform, managing Database Availability Groups (DAGs) for on-premises systems and understanding Exchange Online's resilience models.
  • Proactively monitor system performance, mail flow latency, and storage utilization, using insights to tune configurations and prevent potential service degradation.
  • Develop, maintain, and enhance a library of PowerShell scripts to automate routine administrative tasks, user provisioning, reporting, and system health checks.
  • Plan and execute the patching and lifecycle management of on-premises Exchange servers, ensuring they remain secure and compliant with vendor best practices.
  • Serve as the highest escalation point for complex messaging-related issues, providing expert-level troubleshooting for problems impacting end-users, applications, or system integrations.
  • Manage and maintain all messaging-related objects, including shared mailboxes, resource mailboxes, distribution groups, and dynamic distribution groups.
  • Oversee the configuration and security of email protocols such as MAPI, EWS, SMTP, POP3/IMAP, and ActiveSync.
  • Administer and secure the email perimeter by managing email hygiene services and security gateways (e.g., Defender for Office 365, Proofpoint, Mimecast).
  • Implement and manage authentication and security standards for email, including SPF, DKIM, and DMARC, to combat phishing and spoofing.
  • Integrate the Exchange environment with other key components of the Microsoft 365 ecosystem, such as Microsoft Teams, SharePoint Online, and Azure Active Directory (Entra ID).
  • Develop and maintain comprehensive technical documentation, including architectural diagrams, standard operating procedures (SOPs), and disaster recovery plans.
  • Manage mobile device messaging policies and access control through solutions like Microsoft Intune or Exchange ActiveSync policies.
  • Respond to and participate in the remediation of security incidents related to the messaging environment, such as phishing campaigns or business email compromise (BEC) attacks.
  • Perform regular capacity planning to forecast future needs for storage, licensing, and network bandwidth related to the messaging infrastructure.
  • Evaluate and recommend new messaging technologies, third-party tools, and cloud services to enhance functionality, security, and user experience.
  • Provide expert guidance and support for application teams that rely on the Exchange environment for SMTP relay or other service integrations.

Secondary Functions

  • Support ad-hoc data requests and exploratory analysis, such as performing complex eDiscovery searches or generating detailed message trace reports for compliance or legal teams.
  • Contribute to the organization's broader collaboration and cloud strategy, providing subject matter expertise on messaging's role in the digital workplace.
  • Collaborate with business units, IT security, and legal departments to translate their communication and compliance needs into technical engineering requirements.
  • Participate in sprint planning, retrospectives, and other agile ceremonies as part of the wider infrastructure or cloud engineering team.
  • Provide mentorship and knowledge transfer to junior administrators and service desk personnel to improve overall IT team capabilities.
  • Manage vendor relationships for messaging-related hardware, software, and services, participating in technical reviews and contract renewals.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Exchange Expertise: Deep, hands-on knowledge of Exchange Server (2016/2019) and Exchange Online administration, architecture, and troubleshooting.
  • Hybrid Configuration Management: Proven ability to design, implement, and manage a seamless Exchange Hybrid environment using Azure AD Connect (Entra ID Connect).
  • Advanced PowerShell Scripting: Proficiency in writing and maintaining complex PowerShell scripts to automate Exchange and Azure AD/Entra ID management.
  • Messaging Security: Strong understanding and practical application of email security gateways, Defender for Office 365, and protocols like DMARC, DKIM, & SPF.
  • Microsoft 365 & Azure AD: Solid working knowledge of the broader M365 ecosystem and expert-level skills in Azure Active Directory (Entra ID) for identity and access management.
  • Mail Flow Troubleshooting: Expertise in analyzing mail headers and using tools like message trace to diagnose and resolve complex mail delivery issues.
  • High Availability/Disaster Recovery: Experience with on-premises DAG management and a thorough understanding of disaster recovery principles for messaging systems.
  • Migration Experience: Demonstrable experience planning and executing large-scale mailbox migrations to Exchange Online.
  • Network Fundamentals: Strong understanding of core networking concepts, including DNS, TCP/IP, SMTP, and HTTP/S, as they relate to messaging.
  • Compliance & eDiscovery: Familiarity with configuring and managing Microsoft Purview tools for information governance, retention, and eDiscovery.

Soft Skills

  • Analytical Problem-Solving: Ability to methodically diagnose and resolve highly complex, often ambiguous, technical problems under pressure.
  • Clear Communication: Skill in explaining complex technical concepts to both technical peers and non-technical stakeholders in a clear and concise manner.
  • Ownership & Accountability: A proactive mindset with a strong sense of responsibility for the stability and security of the critical messaging platform.
  • Attention to Detail: Meticulous approach to configuration, documentation, and change management to prevent outages and security risks.
  • Project Management: Ability to manage technical projects, coordinate with multiple teams, and deliver results on schedule.
  • Collaboration & Teamwork: Works effectively with security, networking, helpdesk, and application teams to achieve common goals.
  • Customer Focus: A dedication to providing a reliable and positive user experience for all employees relying on email and collaboration tools.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in a relevant technology field or an equivalent combination of professional certifications and significant, directly related work experience.

Preferred Education:

  • Bachelor's or Master's degree in a technical discipline.
  • Relevant industry certifications, such as Microsoft 365 Certified: Messaging Administrator Associate (MS-203).

Relevant Fields of Study:

  • Computer Science
  • Information Technology
  • Systems Engineering

Experience Requirements

Typical Experience Range:

  • 5-8 years of dedicated experience in managing and engineering Microsoft Exchange environments.

Preferred:

  • 7+ years of experience in a large enterprise environment (>5,000 seats) with a complex global footprint.
  • Proven, hands-on experience leading at least one major on-premises to Exchange Online migration project.
  • Experience in regulated industries (e.g., finance, healthcare) with stringent compliance and security requirements is a significant plus.
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