HubSpot Administrator/Specialist

Role Overview:

The HubSpot Specialist builds, maintains, and improves the company's CRM platform under the direction of the HubSpot Dev Team Manager. The role handles day-to-day workflow and automation work, supports integrations, and keeps CRM data clean, validated, and reliable for the sales and marketing teams that depend on it.

This is an execution and support role rather than a strategy role. The Specialist owns the quality of their own work, validates and tests before shipping, follows the change-control process the manager defines, and escalates structural decisions and improvement ideas rather than making unilateral changes.

Working closely with Sales, Marketing, Lead Operations, and the wider HubSpot Development team, this role is accountable for the reliability of the workflows, automations, and data it touches.

Key Responsibilities:

HubSpot Build & Maintenance

1. Build, maintain, and improve workflows, pipelines, properties, and reports under the manager's direction.
2. Implement lead routing, lifecycle stage updates, task creation, and notifications.
3. Default to native HubSpot tooling (Operations Hub, custom-coded workflow actions, native API work). External middleware such as Zapier, Make, or n8n only where native cannot cover it, and only with manager approval.

Integrations & Automation

1. Support and maintain integrations between HubSpot and third-party systems using REST APIs and webhooks.
2. Monitor integrations and resolve sync or data issues, escalating anything structural to the manager.
3. Document integration setups and automation logic.

Workflow & Automation QA

1. Test and validate workflows, automations, and integrations before they go live.
2. Validate lead routing, lifecycle updates, and notifications behave as intended, including edge cases.
3. Regression-check related automations after any change, and log defects with steps to reproduce.
4. Follow change control. Document your work and get sign-off from the manager before structural changes go live. No silent changes that break reporting.

Data Quality & Deduplication

1. Run regular audits on contacts, companies, deals, tickets, and custom properties.
2. Find and clear duplicate, incomplete, and inaccurate records, and apply preventive controls so the same issues do not recur.
3. Apply the deduplication matching criteria (email, phone, domain) the team defines, in coordination with Lead Operations and the Dev team.
4. Follow and help enforce naming conventions and CRM usage standards with users.

Reporting & Process Improvement

1. Build and maintain dashboards and KPIs tracking pipeline health, conversion, data quality, and automation reliability.
2. Support users with HubSpot troubleshooting and guidance on correct CRM usage.
3. Identify and propose process improvements that increase reliability and reduce manual work.
4. Implement AI-assisted solutions for bounded tasks (data validation, deduplication, enrichment support) using tools such as the Breeze AI agent of HubSpot.

Qualifications:

Required

1. 3 years or more hands-on with HubSpot, including building workflows, not just using them.
2. Working knowledge of workflows, custom properties, pipelines, reporting, and Operations Hub.
3. Experience with REST APIs, JSON, and webhooks. Able to build and debug an integration with direction but without hand-holding.
4. Understanding of how a change in one place affects data downstream.
5. Experience performing QA, auditing, or data validation tasks.
6. Strong attention to detail, documentation discipline, and a habit of testing before shipping.

Preferred

1. Basic JavaScript or Python for custom-coded actions and scripting.
2. HubSpot certifications (Operations, Admin, Sales/Marketing, or CMS).
3. Experience with custom objects and data migration projects.
4. E-signature integrations (HelloSign / Dropbox Sign).
5. Prompt engineering and applied AI workflow experience.
6. Background in BPO, SaaS, or healthcare sales environments.