CRM & Email Marketing Specialist

Job Description

Job Description

Description:

The CRM & Email Marketing Specialist supports DreamSeat’s marketing and sales teams by owning the accuracy, structure, and daily execution of CRM data management, inbound lead processing, email campaign deployment, and lead generation support. This role serves as a critical operational link between marketing activity and sales follow-up, ensuring that leads are captured correctly, enriched with useful information, routed quickly, tracked through the CRM, and supported through organized email and nurture communications.

This position is highly execution-oriented and requires strong attention to detail, disciplined follow-through, comfort working inside CRM and sales technology platforms, and the ability to improve repeatable processes over time. The role will support DreamSeat’s broader move toward a unified Zoho ecosystem by helping maintain clean customer data, consistent workflows, reliable campaign lists, accurate reporting inputs, and better visibility into marketing-driven sales activity.

Essential Functions

Data Entry, CRM Management & Data Integrity

· Own the daily entry, update, and maintenance of accounts, contacts, leads, opportunities, activities, and tasks in the CRM, ensuring records are accurate, complete, properly categorized, and aligned with DreamSeat’s sales process. 

· Process all inbound leads from website contact forms, design request forms, live chat, email inquiries, trade show activity, lead generation tools, and other marketing channels, ensuring each lead is entered correctly and routed to the appropriate sales representative. 

· Create and assign follow-up tasks for sales representatives upon lead entry, including clear notes, source details, customer context, requested next steps, and relevant deadlines to support timely outreach. 

· Monitor inbound lead activity daily to confirm leads are not sitting unassigned, incomplete, duplicated, or without documented next steps. 

· Maintain CRM data quality through ongoing audits of duplicate records, incomplete fields, outdated contacts, incorrect ownership, missing lead sources, inactive accounts, and inconsistent naming conventions. 

· Support the development and enforcement of CRM data standards, including required fields, account/contact naming rules, lead source definitions, vertical/market classifications, sales territory assignments, and opportunity stage hygiene. 

· Help prepare DreamSeat’s CRM database for improved Zoho workflows, reporting, segmentation, email campaigns, lead scoring, and future integrations with other business systems. 

· Research and enrich customer and prospect records using various tools, website research, and other approved sources to improve data completeness and sales usability. 

· Maintain clean and usable marketing lists by validating contact information, removing bad or outdated data, identifying bounced/unsubscribed contacts, and ensuring campaign audiences are properly segmented. 

· Assist with CRM imports, exports, list uploads, field mapping, data cleanup, and migration-related tasks as DreamSeat continues building a more unified Zoho ecosystem. 

· Document repeatable CRM processes, lead routing rules, data entry standards, and workflow steps so that sales, marketing, and leadership have a clear, consistent operating model. 

· Identify opportunities to reduce manual work through workflow automation, CRM rules, templates, standardized forms, data validation, and improved internal processes. 

· Provide regular updates to marketing and sales leadership on lead entry volume, CRM hygiene issues, missing data, follow-up gaps, and recurring process breakdowns. 

Lead Routing, Sales Support & Follow-Up Coordination

· Serve as the first operational checkpoint for inbound marketing and sales leads, ensuring every lead is captured, assigned, and actionable. 

· Review each incoming lead for customer type, market segment, product interest, geographic territory, urgency, and sales ownership before routing. 

· Support sales representatives by providing clean lead records with relevant background information, including company details, contact role, inquiry type, website activity when available, and any known project context. 

· Monitor lead status and follow-up completion to help ensure prompt sales engagement and reduce missed opportunities. 

· Track lead source, campaign attribution, and conversion movement to help DreamSeat understand which channels, campaigns, tools, and activities are producing qualified opportunities. 

· Support account and contact research for sales outreach, target account development, market campaigns, trade show follow-up, and vertical-specific prospecting. 

· Assist with prospect list building for DreamSeat’s key markets, including sports, schools, higher education, fire/EMS, government, entertainment venues, hospitality, commercial furniture, and other strategic verticals. 

· Help maintain visibility into open lead generation activity by organizing lists, updating CRM statuses, and ensuring next steps are documented.

Email Campaign Management

· Develop the email communications strategy & approach, including timing, audience segmentation and analysis in support of the marketing and sales strategy. Requires collaboration with internal stakeholders to contribute to content creation

· Manage the email campaign calendar, ensuring alignment with other communications channels and broader business priorities

· Coordinate cross-functionally with marketing, sales, and creative teams to ensure email messaging is cohesive with related campaign activities. 

· Deploy email communications end-to-end from build and testing through launch and track effectiveness via open rates, click-through rates, lead generation outcomes, and other KPIs

· Maintain and grow the email subscriber database, ensuring compliance with applicable regulations

· Report on campaign performance and provide insights to inform future email strategy and content decisions

Manage all lead generation opportunities, conversion to close sales

• Research, own and deploy all lead gen opportunities, tools and processes for the purpose of increasing closed deals

• Manage current tools like Snitcher and Live Chat ensuring the process is optimized, understood and utilized across marketing and sales. 

• Work cross functionally with marketing and sales ensuring current tools and processes evolve to support business needs

• Minimum 2 years of hands-on experience with a Zoho CRM platform in a sales support or marketing operations role
• Demonstrated experience managing and deploying email campaigns using a commercial email marketing platform 
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Demonstrated ability to maintain data accuracy across high-volume entry environments