Systems Administrator

Job Description

Job Description

Job Title: Systems Administrator
Department: Information Technology
Reports To: Director of IT

Position Summary

The Systems Administrator is responsible for managing Wesley's IT infrastructure, cloud environment, security operations, automation workflows, and end-user support. This role combines hands-on systems administration with project ownership for major initiatives such as new-building infrastructure setup, cloud data migration, secure integrations, NetSuite access governance, and AI-assisted automation. The ideal candidate is practical, security-conscious, automation-minded, and able to turn recurring IT and business-system work into documented, monitored, and repeatable processes.

Key Responsibilities

Identity & Access Management

• Manage Microsoft 365 and Entra ID environments, including identity lifecycle processes, groups, roles, and user provisioning.
• Administer Single Sign-On (SSO), Multi-Factor Authentication (MFA), conditional access where applicable, password policies, and security groups.
• Coordinate onboarding and offboarding across user accounts, devices, application roles, NetSuite roles, shared mailboxes, and access permissions.
• Maintain service account, API credential, automation account, and break-glass access inventories, including ownership, rotation, and emergency access procedures.
• Support access reviews, least-privilege cleanup, privileged access controls, and audit-ready documentation.

Endpoint & Asset Management

• Provision, configure, secure, and maintain laptops, workstations, printers, scanners, mobile devices, and other IT peripherals.
• Track IT asset inventory, warranties, licensing, device assignment, lifecycle replacement planning, and equipment readiness.
• Support endpoint protection, patching, device compliance, encryption, remote management, and secure configuration standards.

Network, Infrastructure & Facility Move

• Manage and support network infrastructure, including firewalls, VPNs, Wi-Fi, switches, DNS, DHCP, internet circuits, and related services.
• Serve as a key technical owner for the company facility move and new-building infrastructure setup, coordinating vendors and internal stakeholders from planning through go-live.
• Coordinate internet service, cabling, network closets, switches, wireless coverage, printers, scanners, workstations, phones, conference-room technology, and backup connectivity.
• Create and maintain cutover plans, equipment maps, port and location documentation, testing checklists, issue logs, and go-live readiness reviews.
• Monitor network performance, identify reliability risks, and ensure system availability during normal operations and major transitions.

Microsoft 365 & Collaboration Tools

• Administer Exchange Online, shared mailboxes, Teams, OneDrive, SharePoint, groups, permissions, retention settings, and recovery processes.
• Support secure collaboration, file access, mailbox administration, data recovery, and permission troubleshooting across Microsoft 365 services.
• Help standardize Microsoft 365 usage, reduce unmanaged file sprawl, and document ownership for shared resources and collaboration workspaces.

Cloud Data, Integrations & Business Systems

• Support cloud data migration, secure data connectivity, integration monitoring, reporting workflows, and business-system reliability projects.
• Help move manual or local data processes into controlled cloud or hybrid workflows with clear ownership, access controls, monitoring, and documentation.
• Manage and troubleshoot secure connections such as APIs, service accounts, scheduled jobs, data exports, file transfers, reporting feeds, and vendor integrations.
• Maintain system and data-flow maps showing source systems, destination systems, credentials, owners, schedules, failure modes, recovery steps, and escalation paths.
• Partner with operations, finance, manufacturing, and leadership to improve data availability, data security, and operational reporting reliability.

NetSuite & Business Application Administration

• Support NetSuite and related business applications through user access management, role and permission reviews, issue triage, documentation, vendor coordination, and controlled change support.
• Help administer and monitor NetSuite-related integrations, scheduled jobs, saved searches or reports, user access, operational queues, and exception follow-up processes.
• Coordinate business-system changes with process owners, validate before and after states, document approvals, and maintain rollback or escalation paths for higher-risk changes.

AI Automation, Scripting & Agentic Workflows

• Design, build, maintain, and govern scripts, API automations, scheduled checks, monitoring routines, and AI-assisted agent workflows for recurring IT, security, data, and operations tasks.
• Use tools such as PowerShell, Python, REST APIs, Microsoft Graph, Power Automate, scheduled tasks, Codex-style coding agents, ChatGPT or Claude-style assistants, local AI tools, and similar platforms where appropriate.
• Build workflows that inspect logs or data, compare results against runbooks, identify exceptions, create summaries, recommend next actions, create tickets or task lists, and escalate risky steps for human approval.
• Maintain run logs, prompts, scripts, guardrails, approval gates, rollback or disable procedures, credential controls, and documentation for automated workflows.
• Help govern safe internal use of AI tools, including company-data handling, secrets protection, access boundaries, local/private AI experimentation, and appropriate human review.

Security Operations

• Respond to security incidents by containing access, preserving evidence, documenting timelines, and escalating appropriately.
• Support vulnerability management, endpoint protection, patch remediation, phishing simulations, user security training, and security-awareness improvements.
• Maintain controls around privileged access, service accounts, vendor access, API credentials, MFA, shared mailboxes, data access, and business-critical systems.

Infrastructure Operations & Monitoring

• Perform system patching, endpoint protection management, infrastructure monitoring, job monitoring, and health checks for critical systems and workflows.
• Conduct live system checks for critical applications, integrations, dashboards, scheduled jobs, user access, and data workflows.
• Troubleshoot failures, identify root cause, execute corrective actions based on documented procedures, and improve monitoring so problems are caught before users report them.

Incident & Problem Management

• Serve as the first point of escalation for IT incidents, service disruptions, access failures, integration failures, and business-system availability issues.
• Coordinate ticket escalation, vendor support, internal communication, root-cause analysis, and resolution tracking during active incidents.
• Document incident timelines, actions taken, business impact, root cause, resolution outcomes, and prevention steps.

Backup, Recovery & Continuity

• Ensure backup and recovery processes are operational, monitored, documented, and validated through periodic restore testing.
• Support recovery planning across infrastructure, endpoints, Microsoft 365, business applications, integrations, data workflows, and critical files.
• Maintain recovery documentation, continuity checklists, emergency contacts, and restoration evidence.

IT Procurement & Vendor Management

• Manage procurement of hardware, software, subscriptions, cloud services, security tools, connectivity, and IT services.
• Oversee licensing, renewals, usage optimization, vendor contacts, support contracts, and service continuity for Microsoft 365, security tools, infrastructure, and business applications.
• Coordinate vendors for networking, cabling, internet service, hardware, software, cloud services, NetSuite/business systems, and facility-related technology projects.

Documentation, Change Management & Project Coordination

• Maintain accurate IT documentation, including runbooks, system diagrams, data-flow maps, integration maps, access records, vendor lists, asset inventories, and administrative procedures.
• Support planned and emergency changes with scope definition, risk review, approval tracking, rollback planning, test steps, and post-change verification.
• Create project plans, task trackers, timelines, meeting notes, vendor follow-up lists, acceptance checklists, and status updates for infrastructure, facility, cloud, security, automation, and business-system projects.
• Communicate project status, risks, blockers, decisions needed, and next actions in a clear, leadership-ready way.

Help Desk & End-User Support

• Own or coordinate help desk operations and provide practical support for login, device, printer, scanner, network, email, access, Microsoft 365, and business-system issues.
• Ensure timely resolution of user requests while identifying patterns that should become documentation, training, configuration changes, or automation.

Qualifications

Education & Experience:

• Bachelor degree in Information Technology, Computer Science, Cybersecurity, Information Systems, Data Engineering, or a related field preferred; equivalent hands-on experience will be considered.
• Master's degree in Information Systems, Cybersecurity, Data Engineering, Computer Science, Business Analytics, or a related field preferred.
• Proven experience in systems administration, IT infrastructure, network administration, endpoint management, cloud administration, security operations, or related roles.
• Experience supporting major IT projects such as facility moves, cloud data migration, infrastructure upgrades, ERP/business-system administration, integration cleanup, or security modernization is strongly preferred.
• Experience coordinating vendors, managing project tasks, documenting technical decisions, and communicating progress to non-technical stakeholders is strongly preferred.

Technical Skills:

• Strong experience with Microsoft 365, Entra ID, Exchange Online, Teams, OneDrive, SharePoint, identity lifecycle management, MFA, SSO, groups, and permissions.
• Knowledge of networking technologies, including firewalls, VPNs, Wi-Fi, switching, DNS, DHCP, internet circuits, cabling coordination, and network troubleshooting.
• Experience with endpoint management, asset management, patching, endpoint protection, device provisioning, backup solutions, and infrastructure monitoring.
• Hands-on scripting, API, and automation experience is strongly preferred, especially with PowerShell, Python, REST APIs, Microsoft Graph, Power Automate, scheduled jobs, or similar tools.
• Experience with AI-assisted development, agent-style workflows, Codex-style coding agents, ChatGPT or Claude-style assistants, local AI tools, or LLM-enabled automation is strongly preferred.
• Familiarity with data movement and integration patterns such as APIs, scheduled exports, file transfers, cloud storage, service accounts, reporting feeds, or middleware is preferred.

Business Systems & Project Skills:

• Experience supporting ERP, manufacturing, warehouse, finance, reporting, or other business-critical applications is preferred; NetSuite experience is strongly preferred.
• Ability to understand business processes, translate manual workflows into documented systems, and coordinate improvements across departments.
• Project-management ability, including task ownership, vendor follow-up, timeline tracking, issue logs, risk communication, testing plans, and go-live readiness.

Core Competencies:

• Strong troubleshooting, analytical thinking, and ownership from discovery to closure.
• Security-conscious and disciplined with access, credentials, documentation, and change control.
• Automation-minded approach to recurring work, monitoring, exception handling, and operational follow-through.
• Clear communication with users, vendors, leadership, and technical stakeholders.
• Ability to manage multiple priorities in a fast-moving environment without losing track of details.
• Comfort learning new tools quickly and applying modern technology in practical, controlled ways.

Success in This Role Looks Like

• IT support is responsive, but recurring problems are increasingly prevented through better systems, documentation, monitoring, and automation.
• The new facility infrastructure is planned, coordinated, tested, documented, and ready for business operations.
• Cloud data movement, integrations, scheduled jobs, and business-system connections have clear owners, monitoring, access controls, and recovery steps.
• Microsoft 365, Entra ID, NetSuite, endpoints, and shared systems are governed with clean access, least privilege, and audit-ready documentation.
• AI and automation tools are used to make the business more reliable and less manual while protecting company data, credentials, and approvals.