HubSpot Operations Specialist

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Position Summary

The HubSpot Operations Specialist supports the ongoing administration, optimization, and day-to-day operations of the HubSpot platform, including Marketing Hub, Sales Hub, Service Hub, and Operations Hub. Working under the general direction of the HubSpot Administrator, this role assists with system configuration, user support, data quality, reporting, workflow maintenance, and operational enhancements that improve efficiency and the member experience. The Specialist serves as an internal resource for HubSpot users, supporting routine and moderately complex initiatives, responding to operational requests, troubleshooting platform issues, and promoting platform adoption. Highly complex architecture decisions, advanced integrations, enterprise-wide strategy, and major platform implementations are owned by the HubSpot Administrator and escalated to senior leadership, agency partners, or other designated resources as appropriate.

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.
• Support the administration, maintenance, and optimization of HubSpot within established governance standards and processes.
• Configure and maintain properties, lists, forms, workflows, dashboards, reports, pipelines, and user permissions.
• Assist with platform enhancements, system optimization efforts, and operational requests.
• Troubleshoot user issues and coordinate resolution with internal teams, the HubSpot Administrator, and Wellby's HubSpot agency partner.
• Gather business requirements and partner with stakeholders to support the implementation of approved HubSpot solutions.
• Support implementation projects led by the HubSpot Administrator, agency partner, or business leaders through requirements gathering, testing, validation, documentation, deployment support, and status updates.
• Assist with CRM data quality through auditing, cleansing, deduplication, monitoring, imports, exports, and validation activities.
• Build and maintain standard operational dashboards and reports to support business users and established reporting requirements.
• Coordinate meetings, testing activities, deliverables, and follow-up actions with agency partners and vendors.
• Escalate highly complex requests involving architecture, advanced integrations, custom coding, enterprise-wide implementations, or strategic platform decisions to the HubSpot Administrator or appropriate resources.
• Provide end-user support, training, and onboarding for HubSpot users.
• Develop and maintain user documentation, job aids, knowledge articles, and process guides.
• Promote adoption of HubSpot standards, governance, and best practices across the organization.

• Performs other related duties as assigned.

Knowledge, Skills, and Abilities (KSA)

• Knowledge of Wellby’s organizational functions and general operating policies and procedures.
• Knowledge of general office practices and procedures, business English, spelling, and punctuation.
• Knowledge of personal computers, utilizing Microsoft Office Suite and other software.
• Knowledge of HubSpot functionality, CRM administration, and marketing automation workflows.
• Knowledge of the sales pipeline and sales process.
• Skilled in operating computer equipment and general office machines such as personal computers, copiers, projection equipment, audio/video, Microsoft Teams, Zoom Video Communications, and adding devices.
• Skilled in troubleshooting system issues and identifying root causes.
• Skilled in maintaining data accuracy, integrity, and quality.
• Ability to configure forms, lists, workflows, properties, dashboards, and reports within established governance guidelines.
• Ability to recognize when issues require escalation to the HubSpot Administrator or agency partner.
• Ability to communicate clearly and concisely, orally and in writing.
• 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 exercise independent judgment.

Supervisory Responsibilities

• The team member does not have supervisory responsibilities.

Complexity & Scope of Work

• The team member follows Wellby’s policies and procedures, Team member Handbook, and federal and state laws and regulations in accomplishing assignments
• 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 their leader.
• 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 Business, Information Systems, Marketing, Communications, or a related field required.
• Minimum of one (1) – three (3) years of experience supporting, administering, or maintaining HubSpot, Salesforce, or a similar CRM and marketing automation platform. One year of relevant work experience may be substituted for one year of required education.
• Experience supporting CRM administration activities, including workflows, reporting, user support, data management, and platform configuration required.
• Experience working with cross-functional stakeholders to gather requirements and support process improvements required.
• HubSpot certifications in Marketing Hub, Sales Hub, Service Hub, Operations Hub, and/or Reporting are preferred.
• Experience working with third-party vendors or implementation partners preferred.
• Bondable

For All Candidates

This is a Full-Time, Salary (exempt) role.

Wellby is an equal opportunity and affirmative action employer and gives consideration for employment to qualified applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity or expression, pregnancy, veteran status or any other legally protected characteristic. If you'd like more information about your EEO rights as an applicant under the law, please contact Human Resources. Wellby provides equal opportunity to qualified individuals with disabilities and disabled veterans. If you need a reasonable accommodation, please email [email protected] or call 281-226-1696 for assistance.

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by team members and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the Company.