M365 Specialist

Prophix; Toronto; Hybrid; CAD 80,000 - 113,000; Full time

Benefits offered by this job

Health, dental, vision, and mental‑健康

Retirement contributions

Parental leave top‑up

wellness allowance

Paid time off, vacation & sick

Education assistance

ESG initiatives

Quarterly Town Halls

Job summary

Prophix is seeking an M365 Specialist to own the Microsoft 365 platform across North America, Europe, and Australia. You will manage Entra ID, Intune, Teams, SharePoint Online, and Exchange Online with a focus on security, governance, and automation.

You’ll work closely with IT, Security, and service desk in a hybrid role based in Etobicoke, Ontario, reporting 1x/week to HQ. The role emphasizes ISO/SOC/HITRUST readiness and proactive change management.

Qualifications

• 3–5+ years in Microsoft 365 administration or related IT roles.
• Hands-on admin of Entra ID, Intune, Teams, SharePoint Online, and Exchange Online.
• Experience with Conditional Access, MFA, SSO, SCIM provisioning, and certificate lifecycle.
• Scripting ability with PowerShell and Microsoft Graph for automation and reporting.
• Experience with tenant migrations using ShareGate.
• Familiar with ISO, SOC II, HITRUST and maintaining runbooks/documentation.

Responsibilities

• Own the M365 platform end-to-end, including policy and tenant-wide configuration.
• Serve as Tier 3 escalation for complex Microsoft 365 incidents and publish knowledge articles.
• Plan migrations and ensure proper permissions mapping and documentation.
• Administer Entra ID, CA, MFA; manage SSO and SCIM provisioning.
• Maintain patch status and vulnerability remediation across devices.
• Develop reports and automations in PowerShell, Graph, Splunk, and n8n.

Skills

Microsoft 365 administration

Identity & access management

PowerShell scripting

Microsoft Graph

Runbooks documentation

Change management

Tenant migrations (ShareGate)

Endpoint management

Education

Degree in IT or related field

Microsoft certifications (MS-102/SC-300/MD-102)

Tools

ShareGate

Microsoft Purview

PowerShell

Intune

Job description

See what you can do with Prophix

At Prophix, we’re building the platform that helps finance teams stop managing spreadsheets and start driving strategy. Prophix One™ brings planning, reporting, consolidation, and automation together in a single place, and we are expanding its AI capabilities faster than ever. If you want to work on a product that genuinely changes how finance teams operate, and do it alongside people who care about getting it right, this is where you want to be.

We’re headquartered in the Greater Toronto Area, with teams and offices across North America, Europe, and Australia. Trusted by more than 3,000 finance teams across 100+ countries, Prophix One™ is built for organizations that want to plan smarter and move faster.

As an M365 Specialist, you are the single owner of Prophix’s Microsoft 365 tenant, accountable for its security, compliance, and day-to-day health for employees across North America, Europe, and Australia. You will work closely with IT, Security, and the service desk to replace reactive, shared coverage with documented controls and clear ownership across Entra ID, Intune, Teams, SharePoint Online, and Exchange Online. Your work reduces risk, keeps evidence ready for ISO, SOC II, and HITRUST assessments, and frees the broader team to focus on higher-order problems.

This is a hybrid role reporting to our Etobicoke, ON headquarters 1x/week or as needed.

What You Will Do

Own the M365 Platform

• Take end-to-end ownership of Entra ID, Intune, Teams, SharePoint Online, OneDrive, and Exchange Online, including policies, permissions, and tenant-wide configuration standards.
• Complete a tenant audit and maintain a documented RACI so every M365 service and critical configuration has a named owner.
• Serve as the Tier 3 escalation point for complex Microsoft 365 incidents from the service desk, and publish the knowledge articles that prevent repeat tickets.
• Monitor the Microsoft 365 Message Center and roadmap, assess the impact of upcoming changes and deprecations, and plan configuration changes and user communications ahead of time.
• Manage M365 licensing and rollout, and set and enforce standards for site and team naming, ownership, and sharing.
• Plan and run tenant-to-tenant and content migrations (Teams, SharePoint, OneDrive, and mailboxes) for acquisitions, divestitures, and reorganizations, using tools such as ShareGate. Map permissions and sensitive-data requirements before content moves, validate results afterward, and document cutover and rollback steps.

Identity, Access, and Endpoint Security

• Administer Entra ID, Conditional Access, and MFA policies, and resolve risky sign-in alerts and exception requests quickly, with new items closed in under five business days.
• Set up and maintain SSO (SAML and OIDC) and SCIM provisioning for new and existing applications.
• Run scheduled access reviews for privileged roles, guest users, app registrations, enterprise applications, and admin-consent grants. Document every decision and removal.
• Maintain a register of certificates and credentials, and renew them before expiry.
• Track patch and vulnerability status across Windows and Mac devices in Intune, follow up on overdue items, and drive remediation to closure with a target of 95% or better critical patch compliance.

Govern Data and Collaboration

• Implement and enforce tenant-wide standards for sensitivity labels, data loss prevention policies, retention configurations, and guest sharing controls, and track progress with a Purview compliance score or equivalent metric.
• Manage SharePoint Online and OneDrive: site provisioning, permission models, external sharing settings, storage consumption, and archival of stale content.
• Extend the same governance standards to Power Platform.

Automate and Manage Change

• Build PowerShell and Microsoft Graph automations for high-frequency recurring work such as access reviews, patch compliance reporting, and certificate expiry tracking, with scheduled reports delivered to IT and security leadership.
• Develop reports in Splunk and workflow automations in n8n to surface compliance status and operational metrics.
• Raise and manage changes in ServiceNow for anything that touches the production environment.

Stay Audit-Ready

• Keep audit evidence current for ISO, SOC II, and HITRUST, with runbooks, supporting documentation, and evidence packages ready for examiner review ahead of each assessment cycle.
• Write and maintain runbooks covering the configurations, automations, and processes you own.
• Identify gaps in existing documentation and close them proactively.

What You Will Bring

We hire for potential as much as experience. If this role excites you but you don’t check every box, we still want to hear from you. At Prophix, people who ask good questions, adapt quickly, and bring a fresh perspective often make the biggest impact.

Required Qualifications

• Degree or diploma in IT or a related field, or equivalent experience backed by Microsoft certifications (for example MS-102, SC-300, or MD-102)
• 3 to 5+ years of experience in Microsoft 365 administration, systems engineering, or endpoint and identity management in an enterprise environment.
• Hands-on administration of Microsoft 365 services including Entra ID, Intune, Teams, SharePoint Online, and Exchange Online in an enterprise environment.
• Practical experience with identity and access management: Conditional Access, MFA, SSO using SAML and OIDC, SCIM provisioning, and certificate lifecycle management.
• Working knowledge of endpoint patching and vulnerability management practices, including compliance reporting and remediation tracking across Windows and Mac devices.
• Demonstrated scripting ability in PowerShell and Microsoft Graph for reporting, automation, and operational tooling.
• Experience writing and maintaining runbooks, technical documentation, and change records in a structured IT environment.
• Clear written and verbal communication, including the ability to explain technical findings such as patch gaps, access exceptions, and compliance risks to IT, security, and business stakeholders.
• Experience with tenant migrations using ShareGate.
• Familiarity with Microsoft Purview and Power Platform governance.
• Hands-on experience with Ivanti and Jamf for endpoint management.
• Experience with ServiceNow, Splunk, and n8n in an IT operations or automation context.
• Audit support experience with ISO, SOC II, or HITRUST, or Microsoft certifications such as MS-102, SC-300, MD-102, or SC-200.
• Must be legally entitled to work in the country where this role is located (Etobicoke, Ontario, Canada)

Preferred Qualifications

• Corporate Performance Management, FP&A, SaaS industry experience
• Comfortable using AI tools responsibly to support research, drafting, and data review, and quick to learn new tools as technology and workflows evolve.
• Curious, collaborative, and motivated to keep improving how you work across teams and with AI-supported tooling.

Compensation

The total target compensation for this role is $80,000 - $113,000 CAD, in accordance with applicable pay transparency laws. Actual compensation will be determined based on factors such as skills, experience, location, and internal equity.

What’s Included for You?

• Comprehensive health, dental, vision, and mental-health coverage
• Retirement savings with employer contributions
• Parental leave top-up
• Annual wellness allowance
• Generous paid time off including vacation and sick time
• Education assistance and tuition reimbursement
• Social events, team activities, and opportunities to build community
• Opportunities to participate in Environmental, Social, and Governance (ESG) initiatives
• Quarterly Town Halls and Kickoffs that bring teams together to celebrate wins, share updates, and look ahead at what’s next

Accessibility & AI Transparency

Prophix promotes an accessible hiring process. If you need accommodation at any stage, we’ll work with you. Some interviews may be recorded so our hiring team can review and assess responses fairly and consistently. As part of our commitment to Responsible AI, we use a small number of AI-supported tools to help with tasks like resume review, shortlisting, or creating interview summaries. AI is never used as the sole basis for hiring decisions, and your personal data is never used to train AI models. If you'd prefer not to take part in any AI-assisted step, just let us know and we’ll be happy to accommodate.