Business Systems Administrator (Zoho One & Microsoft 365)

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: TYPE OF WORK

Full Time

: WAGE / SALARY

$1,200 - $1,600

: HOURS PER WEEK

40

: DATE UPDATED

May 28, 2026

JOB OVERVIEW

About the Role

We are seeking a highly capable and experienced Business Systems Administrator to take ownership of our Zoho One and Microsoft 365 environments while helping systemise, automate, secure, and scale operational workflows across the business.

This role is a critical operational position responsible for ensuring our business systems remain secure, structured, efficient, automated, and fully visible across departments. The successful candidate will act as the internal owner of both the Zoho One ecosystem and the Microsoft 365 cloud environment, ensuring both platforms operate together as a unified operational backbone for the business.

You will work closely with leadership to implement operational systems, workflows, automations, reporting structures, and governance standards based on clearly defined business requirements and operational goals.

This is not a traditional IT support role, DevOps role, or helpdesk role. Instead, this is an operational systems ownership role focused on:
- business systems administration
- operational visibility
- automation
- workflow standardisation
- Microsoft 365 administration
- Zoho One ownership
- security and governance
- process optimisation

The ideal candidate will be a genuine Zoho One expert with strong Microsoft 365 administration experience and practical automation skills using modern no-code/low-code platforms.
---

Key Responsibilities

Zoho One Ownership & Administration:

Take full ownership of the Zoho One ecosystem across the business.

Configure, manage, optimise, and maintain all relevant Zoho applications.

Ensure Zoho operates as the central operational source of truth.

Build scalable operational workflows and process structures within:
- Zoho CRM
- Zoho Projects
- Zoho Flow
- Zoho Analytics
- Zoho Desk
- Zoho People
- Zoho Recruit
- Zoho Sign
- Zoho Vault
-Zoho CPQ

Structure and maintain pipelines, automations, dashboards, permissions, and operational workflows.

Ensure operational consistency across departments through structured process implementation.

Support leadership with ongoing process optimisation and system improvements.
---

Microsoft 365 Ownership & Administration:

Take full ownership of the Microsoft 365 cloud environment across the business.

Manage and maintain:
- Microsoft 365 Admin Centre
- SharePoint
- Microsoft Teams
- Entra ID / Azure Active Directory

Manage all user provisioning, onboarding, offboarding, permissions, and access controls.

Maintain security best practices across the Microsoft 365 environment.

Configure and manage:
- MFA policies
- Conditional Access policies
- Security groups
User permissions
- External sharing settings
- Access governance

Ensure proper structure and governance across SharePoint and Teams environments.

Maintain operational security standards and monitor for potential security risks.

Manage licensing, user roles, mailbox permissions, and collaboration settings.

Support internal staff with Microsoft 365 operational issues and access requirements.

Ensure the Microsoft 365 environment remains secure, organised, scalable, and professionally managed.

Experience with Microsoft Power Automate would be desirable
---

Workflow Automation & Operational Systems:

Build and maintain scalable operational automations across the business.

Create automation systems that:
- generate tasks
- assign responsibilities
- trigger notifications
- escalate overdue actions
- automate communications
- improve operational visibility

Reduce manual administration and remove reliance on memory-based processes.

Translate operational requirements into scalable workflow systems.

Maintain and optimise operational automations across departments.
---

System Integrations & Automation Platforms:

Build and maintain integrations between:
- Zoho One
- Microsoft 365
- SharePoint
- Teams
- Business communication platforms

Configure and maintain workflow automation platforms such as:
- n8n
- Zoho Flow
- Zapier

Maintain integration reliability and troubleshoot workflow issues.

Work with APIs, webhooks, triggers, and operational automation logic where required.

Ensure data consistency and operational visibility across systems.
---

AI-Assisted Operational Optimisation:

Assist with implementing AI-assisted operational workflows using tools such as ChatGPT and Claude.

Support leadership in improving operational efficiency using AI-assisted systems.

Build AI-supported productivity workflows where appropriate.

Assist with AI-enhanced communication, workflow routing, operational assistance, and process optimisation.

Continuously identify opportunities where AI can improve internal operational efficiency.
---

General:

Ready to learn and pick up new tools as the business needs them.

Keep an eye on major updates for the tools we rely on. Sometimes, policy changes from these platforms can directly impact our clients and business.

Comfortable building custom setups based on what the business actually needs, rather than just sticking to the standard out-of-the-box way.

Share fresh insights and recommendations. Tell us what we're missing and what could actually help the business with its operations and processes.

Good at documenting how our systems are set up and why we did it that way. We need someone to create and maintain technical SOPs so the whole team knows how to use our tools.

Act as a technical bridge. When a process breaks down between two departments or a sudden need arises, you step in to fill the gap.
---

Reporting, Governance & Operational Visibility:

Build dashboards, KPI visibility systems, and operational reporting structures.

Ensure leadership has clear visibility into operational performance.

Maintain structured governance across systems and operational workflows.

Assist with operational auditing, workflow monitoring, and accountability reporting.

Ensure systems remain scalable, organised, and operationally effective.
---

Expected Experience & Qualifications:

Experience: 4+ years of proven experience in business systems administration, Zoho administration, Microsoft 365 administration, workflow automation, or operational systems roles.

Zoho Expertise: Strong hands-on expertise with Zoho One applications, particularly Zoho CRM, Zoho Projects, Zoho Flow, Zoho Analytics, and Zoho Desk.

Microsoft 365 Administration: Strong experience managing Microsoft 365 environments including Exchange Online, SharePoint, Teams, Entra ID / Azure AD, permissions, governance, and security.

Security & Governance: Proven experience managing:
- MFA
- conditional Access
- permissions
- user access
- security policies
- operational governance

SharePoint Administration: Strong understanding of SharePoint structures, permissions, document organisation, and operational collaboration environments.

Automation Platforms: Experience building automations using platforms such as n8n, Zoho Flow, Zapier, or similar tools.

Integrations: Experience integrating multiple operational systems and platforms together.

APIs & Webhooks: Comfortable working with APIs, webhooks, triggers, and automation logic.

Operational Thinking: Strong operational and process-oriented mindset with the ability to structure scalable systems and workflows.

Troubleshooting Skills: Strong diagnostic and problem-solving ability across operational systems and automations.

Communication Skills: Strong written and verbal communication skills with the ability to work closely with leadership and operational teams.

Organisation & Attention to Detail: Highly organised with strong attention to detail and structured thinking.
---

Good to Have (Expertise & Skills):

Microsoft certifications (MS-900, related Microsoft 365 certifications)

Zoho certifications

Experience with AI-assisted productivity and automation systems

Experience with n8n self-hosted environments

Familiarity with operational KPI reporting and dashboards

Experience working within agencies or operationally complex businesses

Understanding of process mapping and operational documentation

Basic understanding of SQL, databases, or API authentication methods

Experience implementing scalable operational governance structures
---

Working Expectations:

Full-time role (40 hours per week)

UK business hour overlap required

Long-term operational ownership role

Work closely with leadership to implement operational systems and improvements

Maintain strong responsiveness, accountability, and operational ownership across systems and workflows

SKILL REQUIREMENT

Azure Microsoft 365 Zoho One Suite

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Business Systems Administrator (Zoho One & Microsoft 365)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

WAGE / SALARY

HOURS PER WEEK

DATE UPDATED

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