CRM Support Specialist (Virtual Assistant)

Impact and Importance:

We are looking for a CRM Support Specialist to join our growing team and help support, maintain, and improve our HubSpot CRM environment. HubSpot is a central part of our sales and operational ecosystem, and this role will work closely with our CRM Administrator to ensure the system remains reliable, organized, and scalable as our organization continues to grow. This is a hands-on role that combines HubSpot administration, user support, troubleshooting, data management, automation, and process improvement. We’re looking for someone who can not only complete assigned tasks, but also think critically, identify problems, research solutions, and help us build better processes over time.

What You’ll Do

HubSpot CRM Administration & Data Management

• Maintain accurate, consistent, and clean CRM data through regular data hygiene and maintenance
• Perform data imports, exports, cleanup, deduplication, and validation
• Assist with data migrations and onboarding new brands or teams into our CRM ecosystem
• Create and maintain HubSpot properties and other CRM configurations
• Identify and resolve data issues, including duplicate records and integration-related discrepancies

User Support & Onboarding

• Serve as a first point of contact for HubSpot and CRM-related questions and issues
• Assist with onboarding and offboarding users
• Help manage user access, teams, permissions, and other account settings
• Provide basic training and guidance to users
• Create helpful documentation and quick-reference materials when needed
• Troubleshoot issues and escalate more complex problems when appropriate

Workflows & Automation

• Build, maintain, and troubleshoot HubSpot workflows and automations
• Help identify opportunities to automate repetitive or inefficient processes
• Troubleshoot workflow triggers, enrollment issues, delays, and unexpected behavior
• Support the development of scalable CRM processes as business needs evolve

CRM Support & Troubleshooting

• Manage and respond to CRM-related requests through our help desk/ticketing system
• Troubleshoot contact, company, deal, pipeline, and ticket-related issues
• Investigate recurring problems and work toward permanent solutions rather than simply resolving individual issues
• Work with HubSpot Support or other vendors when additional technical assistance is required

Connected Tools & Integrations

• Assist with the support and maintenance of tools connected to HubSpot, including platforms such as Dialpad and Salesmsg
• Monitor and troubleshoot integration and synchronization issues
• Assist with the configuration and maintenance of other connected business applications as needed

Reporting & Process Improvement

• Assist with HubSpot dashboards, reports, and data analysis
• Identify data gaps, recurring issues, and process inefficiencies
• Help recommend and implement improvements to CRM processes
• Look for opportunities to make our systems more efficient, consistent, and scalable

Documentation & SOPs

• Create and maintain standard operating procedures and internal documentation
• Document CRM configurations, workflows, processes, and troubleshooting steps
• Help build a knowledge base that allows users and team members to resolve common issues more efficiently

What Success Looks Like

The right person will become a trusted extension of our CRM team.

Success in this role means being able to take a problem, understand what the user or business is trying to accomplish, investigate the issue, and either solve it or identify the appropriate path forward.

We want someone who doesn’t simply ask, “What do you want me to do?”, but can also ask, “What are we ultimately trying to accomplish, and is there a better way to do it?”

As our organization grows, this person will play an important role in helping us build a strong CRM foundation that can scale with the business.

What We’re Looking For

• Hands-on experience with HubSpot CRM, particularly Sales Hub and/or Service Hub
• Experience creating, maintaining, and troubleshooting HubSpot workflows and automations
• Strong attention to detail and commitment to data accuracy
• Strong problem-solving and critical-thinking skills
• Ability to independently research and troubleshoot unfamiliar issues
• Excellent written and verbal communication skills
• Ability to explain technical concepts to users with varying levels of technical experience
• Experience supporting, training, or onboarding users on a CRM or business application
• Comfortable working with Excel and/or Google Sheets, particularly for data cleanup, imports, and exports
• Comfortable using AI tools to assist with research, troubleshooting, documentation, and productivity
• Ability to manage multiple requests and prioritize effectively
• A willingness to learn and take ownership of new responsibilities

Preferred Experience

• Real estate industry or real estate CRM experience
• Experience with Dialpad, Salesmsg, or similar communication platforms
• Experience with Zapier, Make, or other integration platforms
• Experience with CRM migrations, acquisitions, or organizational restructures
• Experience creating dashboards and reports
• Experience developing SOPs and internal documentation
• Familiarity with CRM data governance and permission structures

What You’ll Get

• Competitive starting pay
• Fully remote work
• Opportunity to grow with a rapidly expanding organization
• Opportunities for leadership development and advancement
• Knowledgeable, supportive, and accessible leadership
• A collaborative team environment
• The opportunity to have a meaningful impact on the systems and processes that support a growing organization
• A team that values its people, encourages development, and knows how to have fun along the way