CRM Administrator

Job Description

Job Description

WHO WE ARE:

NexaMotion Group is a multi-brand organization serving the vehicle-repair industry, headquartered in Cleveland, Ohio. Six business units and our Transend e-commerce platform serve repair shops, dealers, and distributors across the United States and internationally. Our operating model is built to bring new business units and acquisitions onto a common platform — and HubSpot is that platform, the system where six businesses become a single view of the customer.

The CRM Administrator is the architect and steward of NexaMotion Group's customer and revenue platform. You are the system owner for HubSpot across Marketing, Sales, Service, Content, and Operations Hubs, and the escalation point for every CRM issue raised by Sales, Customer Experience, Marketing, AR, and IT.

This is not a request-queue role, and it is not a pure configuration role. HubSpot at NMG sits downstream of two ERPs and upstream of every customer-facing team in the company. You will own the data model, the automation layer, the health of the integration that feeds it, the reporting leadership makes decisions from, and the standards that keep all of it coherent. We are looking for a proactive problem solver rather than a transactional operator.

You will not be doing it alone. The role has executive sponsorship and a standing weekly leadership cadence, a dedicated CRM database engineer owning the data-warehouse layer, a funded integration vendor owning the pipeline code, and direct access to HubSpot's customer success and solutions-architecture team.

You will also inherit a real backlog. Data-quality remediation, integration reconciliation monitoring, and several in-flight projects are open and waiting for an owner. We would rather tell you that now than have you find out in month two.

6

BUSINESS UNITS

~927K

COMPANY RECORDS

~149K

CONTACTS

~125

WORKFLOWS

2

ERPS FEEDING CRM

~293

CRM USERS

Five HubSpot Hubs, ~523 properties on the company object, a parent/child company hierarchy, a per-business-unit custom object, and 17 association labels. 

Approximate weighting of the role, so you know where the time actually goes.

PLATFORM ADMINISTRATION & DATA MODEL 25%

• Serve as system owner across all five Hubs — users, seats, permission sets, teams, presets, properties, and pipelines.
• Own the CRM data architecture: custom objects, the parent/child company hierarchy, labeled associations, and a multi-tier customer classification taxonomy mapped from ERP source codes.
• Enforce CRM standards and change control — material changes to objects, workflows, or integrations follow a defined approval path, and revenue-impacting changes are QA’d and signed off before release.
• Run a centralized work-intake and prioritization model, and keep the data model, workflow registry, and process SOPs current as a living asset rather than undocumented knowledge.

INTEGRATION OWNERSHIP & DATA QUALITY 25%

• Own the CRM side of the ERP-to-CRM pipeline: JD Edwards and Epicor Vision land in a SQL Server / Microsoft Fabric data warehouse that pushes into HubSpot on a short cron cycle.
• Define and defend the field-level contract with data-warehouse engineering and our integration vendor — expected fill rates, transformation logic, batch behavior, and error handling.
• Run daily, exception-based health checks on throughput, API error logs, record counts, and fill rates, escalating with reproducible diagnostics rather than general alarms.
• Stand up warehouse-to-CRM reconciliation monitoring so silent data drift is caught by a control, not by a user complaint.
• Drive data quality as a measured program: association coverage, key-identifier integrity, classification fill rates, duplicate and orphan remediation, and lifecycle hygiene.
• Administer additional inbound flows — a customer data platform feeding e-commerce contacts, parts-catalog integrations, a real-time ERP customer-card API, and delivery-logistics data.

AUTOMATION & WORKFLOW ENGINEERING 20%

• Design, document, and debug a ~125-flow production estate spanning companies, contacts, wholesale accounts, tickets, leads, field visits, and users.
• Build territory, ownership, and rollup automation: consolidated rep attribution across six business-unit rep fields, regional and territory assignment, and account-ownership distribution.
• Use the HubSpot CRM, Search, and schema APIs where the UI cannot reach — calculated and rollup properties, bulk operations, and programmatically generated mapping workflows.
• Maintain roughly a dozen scheduled automations that run outside HubSpot and write back through the API. Treat a silent failure as a production incident, because attribution, rollups, and call routing depend on them with no error message when they stop.

SALES, SERVICE & MARKETING OPERATIONS 15%

• Own the rep-facing experience — workspaces, views, permissions, and teams — plus field-visit capture and attribution and the daily activity dashboard leadership manages to.
• Administer the customer support pipeline for the e-commerce channel: ticket taxonomy, priority scheme, SLA framework, inbound channel configuration, and escalation routing to the correct functional mailbox.
• Maintain the HubSpot-to-Jira engineering escalation path and the closed-loop CES / NPS program, including negative-response follow-up and survey-driven reopen logic.
• Administer the technical marketing layer — forms, lists, segmentation and suppression logic, UTM and token discipline, deliverability — and the email-to-revenue attribution join with Google Analytics 4.

REPORTING, ENABLEMENT & ADOPTION 10%

• Own the CRM KPI program — CSAT, CES, NPS, activity volume, field-visit coverage, ticket performance, and AI-scored account sentiment — plus the operational dashboards each team runs on.
• Deliver a weekly executive platform view and a monthly company-wide update that translates technical change into plain language for a non-technical audience.
• Provision and deactivate users daily from the automated HR feed, and run role-based onboarding SOPs and LMS-based CRM enablement.
• Measure adoption as an outcome — scoring whether users actually perform the behaviors they were trained on, by cohort and by individual — and intervene where they do not.

VENDOR & CROSS-FUNCTIONAL PARTNERSHIP 5%

• Act as NMG's primary liaison to HubSpot's customer success, account management, and solutions-architecture team, including add-on evaluation and seat management.
• Manage the integration, telephony, e-signature, product-analytics, and email-validation vendors on scope, delivery, and quality.
• Administer the connected ecosystem: Aircall telephony and AI call analysis, Google Analytics 4, Jira, Pendo, e-signature and payment tokenization, LMS, and parts and logistics integrations.
• Onboard acquisitions onto the platform with a repeatable model — data assessment, object mapping, phased migration, workflow alignment, training, and stabilization.

• By 30 days —  Oriented in the existing platform documentation set and running the daily operating rhythm — production health check, user provisioning and deactivation from the HR feed, and the recurring automation syncs — with handoff support available.
• By 90 days —  Triaging inbound requests independently through the intake model, able to trace any CRM field back to its ERP source and explain the transformation, with reconciliation monitoring in pilot and the weekly executive view delivered on your own.
• By 180 days —  Priority data-quality fields moved materially toward target with any remaining gap traced to a named upstream owner, the automation estate audited and rationalized, and at least one structural improvement shipped that removed a manual dependency.

• 5+ years of hands-on HubSpot administration in a complex, multi-user environment, including at least 2 years as the primary or sole owner of an enterprise, multi-Hub portal.
• Demonstrated ownership of custom objects, labeled associations, calculated and rollup properties, permission sets, teams, and presets in a live production environment.
• Proven ability to design, document, and debug a large workflow estate (100+ flows), including enrollment logic, branching, and cross-object automation.
• Accountability for a real upstream-to-CRM integration — you have defined field-level expectations with engineers and diagnosed sync failures to root cause. This is the requirement we weight most heavily and the hardest one to close on the job.
• Working SQL and data-warehouse / ELT fluency sufficient to reason about upstream transformation and validate what lands in the CRM.
• REST API literacy — HubSpot's CRM, Search, and schema APIs, JSON, authentication and scopes — and the ability to read and troubleshoot integration code in Python or similar, even if you are not the one authoring it.
• Documentation discipline, and the credibility to hold a governance line with engineers, business stakeholders, and executives — including saying no to a request that would damage the data model.

• CRM administration at hundreds of thousands of records across multiple brands, business units, or legal entities.
• JD Edwards, Epicor Vision, or comparable enterprise ERPs; Microsoft Fabric, SQL Server Reporting Services, or Power BI.
• Google Analytics 4 for e-commerce with UTM strategy and revenue attribution; cloud telephony / CTI administration; Jira or customer-data-platform administration.
• Automotive aftermarket, industrial distribution, or B2B wholesale / multi-branch experience; CRM integration work during mergers and acquisitions.
• Applied use of AI tooling (e.g., Claude, ChatGPT) to reduce operational load, with measured results.
• HubSpot certifications — Revenue Operations, Data Hub, Reporting, or the Hub software certifications. Bachelor's degree in Information Systems, Business, or Analytics; equivalent practical experience considered in lieu.

Based at our Cleveland, Ohio corporate headquarters, this role can be onsite, hybrid or remote. Primarily computer-based work, with occasional travel to business-unit branches or distribution centers for stakeholder engagement and adoption work, and occasional off-hours availability for integration cutovers, release windows, and production incidents.

TRAVEL REQUIREMENTS:

Less than 10% of time.