HubSpot Administrator

HubSpot Administrator

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Position Summary

The HubSpot Administrator is responsible for driving the success of our marketing, sales, service, and operations efforts through expert configuration, optimization, and management of the HubSpot ecosystem. This role works throughout the credit union, aligning with cross-functional teams and leadership to develop and implement strategies using HubSpot technology to enhance our marketing and business automation, sales processes, and member service operations to accomplish strategic initiatives. This value will be achieved with technical expertise, strategic vision, and complex project management to ensure that we maximize the value of our HubSpot investment, driving improved efficiency, data integrity, and overall business performance.

Principle Duties and Responsibilities

• Willingness and ability to exhibit Wellby Core Values every day.
• Works with purpose and is driven to provide the best team member experience.
• Administer and manage all aspects of the HubSpot platform, including Marketing Hub, Sales Hub, Service Hub, and Operations Hub.
• Own HubSpot implementation projects, manage vendor projects, and lead projects in conjunction with internal stakeholders and project management teams.
• Manage all HubSpot properties, ensuring data integrity and quality.
• Conduct regular HubSpot sales and marketing audits with recommendations.
• Oversee data integrity within HubSpot CRM through data import management, data auditing, cleanup, and deduping.
• Evaluate, select, deploy, and customize new technology to drive lead generation, qualification, and closed members.
• Monitor and maintain data quality in HubSpot, working to append data as needed to improve segmentation and targeting.
• Monitor system performance and troubleshoot issues as they arise.
• Availability to support the resolution of system failures during and outside of business hours.
• Develop and maintain relationships between custom objects and standard objects within HubSpot, ensuring seamless data flow and integration.
• Oversee Service Desk structure and iterations to ensure best-in-class SLAs for members and team members.
• Lead the development of internal and external Knowledge Base portals.
• Create and iterate on customization of views, properties, and workflows.
• Build and manage workflows and automation.
• Customize and make recommendations from advanced reports and dashboard views.
• Develop and maintain multiple sales pipelines tailored to business segments and products/services.
• Enhance and administer lead scoring and automation to ensure the right person gets the right interaction at the right time.
• Implement a member health scoring system to identify and prioritize high-value accounts.
• Build and manage custom events within HubSpot to track and analyze user interactions and engagement across various touchpoints.
• Develop and implement event tracking strategies to capture meaningful data that informs marketing, sales, and service initiatives.
• Create and manage datasets within HubSpot to support detailed reporting and advanced analytics.
• Collaborate with data analysts and other stakeholders to define data requirements and ensure comprehensive and accurate datasets.
• Implement best practices for data collection, ensuring data quality and consistency across all custom events and datasets.
• Promote and train HubSpot adoption and usage across teams.
• Serve as the frontline resource for internal end users to field questions, troubleshoot issues, and resolve problems.
• Develop process and protocol documentation.
• Act as the translator between departments, ensuring clear objectives and outcomes.
• Connect and drive Sales and Marketing alignment, with close collaboration with Marketing and Sales Leadership.
• Assist cross-functional teams and internal resources in defining process requirements and change requests related to the sales processes.
• Work closely with Data Analyst to develop and maintain dashboards and reports to track key performance metrics across all Hubs.
• Respond to system outages during after-hours, weekends, and holidays as required, based on impact and business needs.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities (KSA)

• Knowledge of Wellby's organizational functions and general operating policies and procedures.
• Knowledge of secretarial practices and procedures, business English, spelling, and punctuation.
• Knowledge of personal computer, utilizing Microsoft Office Suite and other software.
• Knowledge of marketing/sales automation tools and CRM systems.
• Knowledge of the sales pipeline and sales process, forecasting, and trends analysis
• Knowledge of SEO, SEM, and digital marketing best practices.
• Skilled in operating computer equipment and general office machines such as personal computers, copiers, projection equipment, audio/video, Microsoft Teams, Zoom Video Communications.
• Skilled in technical solutions and customized implementation, including coded actions, custom events and datasets, and integrations.
• Skilled in data migration and mapping, sequence implementation, and third-party app integrations.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to derive meaningful insights from multiple data sources, simplify complex concepts to easy-to-understand storytelling presentations, and deliver findings to senior-level leadership.
• Ability to work collaboratively and openly share ideas as part of a cross-functional team.
• Ability to efficiently understand and follow oral and written instructions, perform routine duties without close supervision, and establish and maintain effective working relationships with other team members.
• Ability to coordinate several concurrent activities simultaneously.
• Ability to be adaptable to new technologies, tools, and methodologies, and having a willingness to learn and stay updated.
• Ability to identify and lead growth-enabling initiatives.
• Ability to map out and organize the process for managing Leads between Marketing and Sales departments.
• Ability to exercise independent judgment.

Supervisory Responsibilities

The team member does not have supervisory responsibilities.

Complexity & Scope of Work

• The team member will ensure policies, procedures, and programs are consistently administered, aligned with organizational goals, and compliant with professional standards.
• The team member performs routine and generally related tasks without supervisory direction.
• Tasks may occasionally have to be coordinated, integrated, and/or prioritized.
• Courses of action are determined by established procedures and/or the Vice President Digital Optimization.
• The team member's work is reviewed periodically for accuracy, completion, and compliance with the policies and procedures.
• The team member uses independent judgment in making decisions.

Physical Demands & Work Environment

• The physical demands and work environment characteristics described here represent those that must be met by a team member to successfully perform the essential functions of this position. Reasonable accommodations may enable individuals with disabilities to perform essential functions.
• To perform this job successfully, the team member is frequently required to remain in a stationary position 50% of the time. Daily movements include sitting, standing, reaching, and grasping; operating computers and other office equipment; moving about the office; and attending possible onsite and offsite meetings.
• The team member must be able to exchange information, in person, in writing, and via telephone. Some degree of stress results from contact with management and other team members.
• The ability to observe details at close range (within a few feet of the observer).
• Must be able to occasionally lift items weighing up to 25 pounds across the office and load them onto shelves for various needs.
• The noise level in the work environment is usually moderate.
• Work involves the typical risks and discomforts associated with an office environment but is usually in an adequately cooled, heated, lighted, and ventilated area.

Minimum Qualifications

• Bachelor's degree in Marketing, Business Administration, Information Technology, or a related field required.
• Minimum four (4) years of experience working with HubSpot CRM, Marketing Hub, Sales Hub, Service Hub, Data Hub, and Operations Hub. HubSpot certifications are a plus.
• Hands-on experience helping to architect and deploy complex technical solutions and customized implementation, including coded actions, custom events and datasets, and integrations.
• Experience architecting and managing revenue systems from the ground