HubSpot Operations Specialist

ZA·Cape Townmid

OperationsOperations Specialist

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Quick Summary

Key Responsibilities

Operationally execute the overarching CRM strategy as crafted by the CRM Lead, while simultaneously managing day-to-day platform administration, system maintenance, and database health.

Technical Tools

OperationsOperations Specialist

We’re seeking a highly motivated and experienced HubSpot Operations Specialist to join our growing team as the primary architect and gatekeeper of our CRM ecosystem. In this role, you will take full ownership of database health, user governance, and complex process automations while ensuring seamless, bi-directional integrations across our core tech stack, including Zendesk, Snowflake, and Apollo.

Working directly with our CRM + Centre Of Excellence Lead and collaboratively with cross-functional teams like Sales, Marketing, Customer Success, and Data Engineering, you will eliminate operational friction, optimise tool ROI, and build a high-performance CRM backbone that translates raw data into powerful business insights to help our commercial teams thrive.

Responsibilities

~1 min read

Strategy Execution & Maintenance: Operationally execute the overarching CRM strategy as crafted by the CRM Lead, while simultaneously managing day-to-day platform administration, system maintenance, and database health.
System Ownership: Act as the primary administrator and architect of our HubSpot CRM, ensuring optimal database health, duplication control, and clean data hygiene.
User Management: Oversee onboarding, offboarding, permission sets, and security profiles for 120+ cross-functional users in conjunction with our TechOps team.
Process Automation: Design, test, and deploy complex workflows, custom objects, and advanced pipeline automations to drive operational efficiency.

Integration Management: Maintain, monitor, and optimize deep bi-directional syncs between HubSpot and our core stack:
Zendesk Support: Ensuring seamless handoffs between Sales, Customer Success, and Support teams.
Snowflake: Collaborating with Data Engineering to pipeline CRM data cleanly into our data warehouse for advanced BI reporting.
Twilio & Apollo: Optimizing outbound/inbound communication workflows and data-enrichment pathways.
Convertflow: Ensuring marketing conversion funnels map accurately to contact properties and lifecycles.
Troubleshooting: Serve as the first line of defense for integration errors, resolving API or webhook sync failures before they impact the front lines.

Build and maintain advanced dashboards tracking key performance metrics, pipeline velocity, and conversion rates.
Analyse usage patterns of connected tools (like Apollo and Twilio) to help leadership manage licensing costs and maximize our Return on Investment (ROI).

Requirements

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1–3 years of dedicated HubSpot Administration experience in a high-growth B2B or SaaS environment (supporting 100+ users preferred).
HubSpot Administrator and HubSpot Sales Software certifications.
Proven track record of managing native and custom integrations, specifically with Zendesk and Snowflake (or similar data warehouses).
Comfortable with mapping complex data schemas.
Strong understanding of relational databases and data flow logic.
Basic SQL knowledge is a major plus.
Ability to translate complex technical bottlenecks into business impact statements for leadership, and clear instructional guides for end-users.
Experience in a FinTech or fast-scaling startup environment and/or in distributed teams is a plus.