What are the responsibilities and job description for the HubSpot System Administrator position at Bitfocus?

Job Description

CRM) Administrator

At Bitfocus, our employees are the foundation of our success as an industry-leading software company. We are a team of talented, hard-working individuals who are passionate about the mission of ending homelessness. We strive to live by our core values and foster a culture of respect, collaboration, and inclusion. We actively look for ways to continue developing our foundation at all levels at Bitfocus.

We also believe in having fun and cultivating a positive environment where employees can bring their whole selves to work. We recognize that everyone brings unique perspectives, experiences, and strengths. We believe in supporting and developing our employees to provide an 11-star experience to our customers and ultimately help communities use data to tackle their greatest social challenges.

We hope you consider bringing your talent and drive, and join us in helping end homelessness!

We are seeking a highly motivated and experienced Customer Relationship Management (CRM) Administrator to join our Operations team. The successful candidate will be responsible for overseeing, optimizing, and growing our HubSpot ecosystem, including our Marketing, Service, Sales, Ops and Content Hub implementations and their integration with various business systems. HubSpot serves as the primary platform for our sales, support, and customer operations. This role requires the administrator to collaborate with multiple departments — Business Development, Marketing, Customer Experience, and Operations — to design and implement workflows, automations, object / property settings, and reporting strategies that drive efficiency, data integrity, and growth. They will be responsible for troubleshooting issues, ensuring data flows seamlessly and accurately across platforms, and providing support and training to ensure the system is used effectively across the organization.

Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, veteran status, or disability.

THIS IS A FULLY REMOTE, FULL-TIME POSITION - SUCCESSFUL CANDIDATES WILL BE REQUIRED TO WORK FROM HOME.

Compensation :

We are committed to providing competitive pay and benefits that are in line with industry standards. We analyze and carefully consider several factors when determining compensation, including skills, qualifications and professional experience, which can cause your compensation to vary. This role has an annual targeted total compensation range of $70,000 - $100,000, which includes variable compensation (bonus) eligibility.

Most candidates join us at the lower half of the range to leave room for growth, learning, and development; we negotiate actual salaries with final candidates based on experience in similar roles and expertise related to qualifications)

About the Operations Team :

The Operations team is a team of cross-functional professionals who create and implement processes, policies, tools, and other solutions necessary to help Bitfocus run smoothly and ensure our staff and customers feel supported and happy. The Operations team consists of four areas of work : Technical Support, Learning & Development, Communications, and General Operations.

As a (CRM) Administrator, you will :

HubSpot CRM Administration & Database Management :
Oversee and maintain the HubSpot CRM, Marketing Hub, Service Hub, Content Hub and integrations with other systems such as our proprietary software, financial management software, and booking systems.
Ensure data integrity by monitoring, troubleshooting, and resolving data issues, workflow errors, and system performance concerns.
Manage custom fields, workflows, reports, dashboards, and automation processes, ensuring they meet the specific needs of the business.
Manage access and permissions for staff
Conduct regular audits of the CRM and provide recommendations for system improvements and best practices.
Automation, Workflows & Integration Management :
Design, implement, and optimize automated workflows and processes to drive sales, marketing, and operational efficiencies.
Manage and maintain integrations between HubSpot and external systems, ensuring seamless data flow and accurate reporting across platforms.
Collaborate with our Marketing consultant to ensure proper configuration of marketing emails, segmentation, and objects / properties.
Reporting & Analytics :
Develop and maintain custom dashboards and reports that provide actionable insights to leadership and cross-functional teams.
Ensure proper configuration of reports and dashboards to track key performance indicators (KPIs) across Business Development, Marketing, Customer Experience, and Operations teams.
User Support, Training & Documentation :
Provide ongoing support and training to internal teams to ensure efficient use of HubSpot, including onboarding new users and offering refresher training as needed.
Develop and maintain a HubSpot knowledge base, including a data dictionary, articles, videos, and other resources to ensure users are equipped to navigate the system effectively.
Lead regular training sessions on HubSpot best practices and updates to ensure the team is aligned with evolving business needs and features.
Business Process Analysis & Continuous Improvement :
Collaborate with key stakeholders to analyze and optimize business processes, using HubSpot to streamline workflows and ensure alignment with organizational goals.
Stay up to date with the latest HubSpot features, updates, beta opportunities, and industry best practices, continuously enhancing the CRM system to meet evolving business needs.
Lead HubSpot-related projects from initiation to completion, ensuring proper documentation and delivery according to set timelines.
Data Management & Segmentation :
Manage segmentation strategies to optimize lead scoring, customer targeting, and campaign effectiveness.
Ensure data cleanliness by overseeing data imports, exports, deduplication, active and static list management, and regular database health checks.
Troubleshooting & Issue Resolution :
Troubleshoot any issues or bugs within the HubSpot ecosystem, working with internal teams to resolve them efficiently.
Address technical support requests, providing timely and effective solutions to end users.

What you bring :

Technical Skills :

You have advanced proficiency in all HubSpot hubs, including custom objects, workflows, reporting, and integrations.

You have experience using HubSpot's API to coordinate and manage custom integrations and automations.

You are proficient in JavaScript or Python and have experience creating Custom Code Actions.

You have experience with Excel and advanced data analysis.

Analytical & Problem-Solving Skills :

You are data literate with strong analytical skills and a demonstrated ability to turn data into actionable insights.

You take a proactive approach to identifying issues, troubleshooting, and implementing effective solutions.

Communication Skills :

You have excellent written and verbal communication skills, with the ability to clearly explain technical concepts to non-technical stakeholders.

You have experience leading cross-functional training sessions and supporting a diverse set of internal users.

Additional Skills :

You have the ability to manage multiple projects simultaneously and meet deadlines in a dynamic environment.

You are detail-oriented with a focus on process improvement, data integrity, and system optimization.

We're excited about you because :

Experience :

You have a minimum of 3 years of experience administering and optimizing HubSpot in a fast-paced, high-growth environment.

You have the proven ability to manage complex CRM setups, including workflow automation, integrations, data management, and reporting.

Education :

You have a HubSpot certification (preferred).

Why Bitfocus :

Opportunity to make a meaningful impact : Join a mission-driven company that is dedicated to using technology for social good and making a positive difference in the world.

Collaborative and dynamic work environment : Work with a talented and diverse team of professionals who are passionate about innovation and creating solutions that matter.

A unique, friendly, and caring culture! Hear more from our employees on Glassdoor.

Work in a fully remote / virtual environment

Medical, dental, and vision insurance for employees and dependents. (100% employer paid for employee only and 50% employer paid for dependents!)

Voluntary benefits options include Critical Illness, Hospital, Short-Term Disability, and Long-Term Disability.

Flexible Spending Account (FSA), Dependent Care Flexible Spending Account, and Health Saving Account options!

Employer-sponsored life insurance

401K retirement plan w / 4% match.

One-time $500 Home Office Stipend

75 per month towards internet and phone bills

100% paid parental leave for 12 weeks for birthing, non-birthing, adoptive and surrogate parents

Apple Macbook for your home office

Salary : $70,000 - $100,000

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