HubSpot Administrator

About the Role

We are seeking a HubSpot Administrator to own the configuration, optimization, and strategic enhancement of our HubSpot CRM and Marketing Hub platforms. This is a highly technical role combining platform administration with hands-on data analysis, complex automation building, and cross-platform integration work.

You'll work at the intersection of Sales, Marketing, Customer Success (CSS), and Finance teams, supporting critical business initiatives including customer retention strategies, price rise implementations, contract restructuring, and revenue operations. The role requires strong analytical capabilities to manipulate complex subscription data from Chargebee, build sophisticated automation workflows, and integrate HubSpot with multiple platforms including Intercom, Chargebee, and potentially Salesforce/Dimensions.

Beyond project delivery, this role encompasses full ownership of HubSpot and Chargebee integration, including business-as-usual support, troubleshooting, and leading operational transformation initiatives. You'll be responsible for identifying inefficiencies, restructuring existing automations and processes, and driving continuous improvement across our core business systems.

This is NOT a basic admin role—you'll be designing and implementing strategic automation frameworks, performing complex data analysis for business-critical projects, and acting as the technical expert bridging business requirements with platform capabilities.

As an ever-evolving business, your role may expand as technology ecosystem grows and additional platforms transition to centralized management.

What You'll Do

Complex Automation Design & Implementation (40%)

Customer Lifecycle Automation:

·         Design and build sophisticated multi-step automation workflows for customer onboarding, retention ("At Risk" customers), and renewal processes

·         Create complex conditional logic automations based on subscription status, contract terms, product configurations, and customer behavior

·         Implement CSS "Flightpath" onboarding framework automations with proper staging, field mapping, and trigger logic

·         Build retention automation workflows supporting CSS teams in managing at-risk accounts and churn prevention

·         Design automated communication sequences for price rises, contract renewals, and promotional campaigns

·         Troubleshoot automation conflicts, field clashes, and workflow dependencies across interconnected processes

Revenue Operations Automation:

·         Build renewal cohort automations based on subscription dates, package configurations, and discount structures

·         Create automated processes for contract term calculations including free months, multi-year agreements, and quarterly/annual contract checks

·         Design sales and customer success automations aligned with revenue operations requirements

·         Implement automated lead scoring, qualification, allocation, and rotation processes

·         Configure deal pipeline automation and stage progression logic

Data Analysis & Business Intelligence (25%)

Subscription Data Analysis:

·         Extract, analyze, and manipulate complex subscription data from Chargebee via API

·         Perform large-scale subscription calculations including discounts, upsells, downsells, and pricing structures

·         Build renewal cohorts segmented by renewal date, package type, contract term, and discount status

·         Calculate pricing breakdowns for migration projects (e.g., GuestPay Stripe-to-Adyen migration)

·         Develop PowerBI dashboards and calculations for revenue operations reporting

·         Perform data quality audits and cross-referencing between HubSpot, Chargebee, and potentially Salesforce/Dimensions

Customer Data Management:

·         Create customer segmentation models for targeted campaigns and renewal initiatives

·         Build contact lists and cohorts based on complex business logic combining CRM and subscription data

·         Analyze bounce rates, communication effectiveness, and campaign performance metrics

·         Support data-driven decision making through reporting and analysis for stakeholders

Platform Integration & Technical Configuration (20%)

Cross-Platform Integration:

·         Design and implement HubSpot-Intercom integrations for CSS onboarding data consolidation and tag synchronization

·         Maintain HubSpot-Chargebee data synchronization and field mapping, developing new sync fields when necessary, and troubleshooting integration issues when they arise

·         Support potential HubSpot-Salesforce/Dimensions data transfer and consolidation projects

·         Build cross-system connections (using pre-built out-of-the-box app integrations rather than full custom APIs) and data pipelines between platforms

·         Troubleshoot integration issues and data flow problems in HubSpot, Chargebee and any issues related to other platform integrations with these two systems

Product & Field Management:

·         Configure HubSpot products, pricing structures, and SKU management aligned with Chargebee subscriptions, launching new products in both systems as well as editing existing products when necessary, and ensuring the cross-platform sync works for any new products

·         Create and maintain custom fields for complex business logic (renewal calculations, contract terms, discount tracking, etc.)

·         Revamp data field structures to accommodate new business processes (e.g., extended contract terms including free months)

·         Manage product catalog including activation/archiving, pricing updates, and new product launches

·         Design field architecture supporting multi-venue restaurant groups and complex account hierarchies

Platform Administration & BAU Support (10%)

Platform Management:

·         Own day-to-day administration of HubSpot and all its hubs (marketing, sales, CRM, CSM, servce, etc.)

·         Manage user access, permissions, and security settings, including license management and new license requests & approval by leadership when required by projects or business growth

·         Maintain data quality, deduplication, and hygiene standards

·         Troubleshoot platform issues and provide technical resolution

·         Document processes, automation logic, and configuration changes

·         Manage direct vendors (HubSpot, Asterlogic, etc.) & their contract renewal timelines by forwarding renewal invoices to finance & senior management for approval and processing, as well as following up on any delayed or missed renewals with the third-party person-of-contact (HubSpot) and with Access’s Finance Team

Stakeholder Support:

·         Provide technical guidance and training to Sales, Marketing, CSS, and Finance teams

·         Translate business requirements into technical solutions

·         Support critical business initiatives including price rises, contract restructuring, and strategic campaigns

·         Communicate system updates, new automations, and process changes

Strategic Project Delivery (5%)

Lead or support major platform initiatives

What You'll Bring

Required Experience & Skills

HubSpot Expertise:

6–8 years hands-on experience administering full enterprise-level HubSpot suite (all Hubs Enterprise) in complex B2B SaaS or subscription-based business environments

Advanced proficiency in workflow automation including:

·         Multi-step conditional logic with branching paths

·         Complex trigger conditions based on multiple data sources

·         Cross-object automation (contacts, companies, deals, products)

·         Automation conflict resolution and dependency management

Expert knowledge of HubSpot data architecture:

·         Custom properties and calculated fields

·         Deal pipelines and lifecycle stage management

·         Product catalog and line item management

·         Association structures and data relationships

Proven track record building strategic automation frameworks (not just simple email sequences) supporting customer lifecycle, revenue operations, and retention programs

Data Analysis & Technical Skills:

·         Strong data analysis capabilities using Excel, PowerBI, or similar tools

·         Experience with low-code API implementation including data sync & extraction, data manipulation and cross-platform integration (Chargebee, Stripe, or similar subscription platforms experience is a plus)

·         Ability to perform complex subscription calculations including discounts, proration, contract terms, and revenue recognition

·         SQL knowledge for data queries, reporting, and integration troubleshooting (preferred)

·         Comfortable with data transformation, cleansing, and validation across multiple systems

·         Experience building customer cohorts and segmentation models based on complex business logic

Integration & Technical Configuration:

·         Hands-on experience integrating HubSpot with subscription management platforms (Chargebee, Stripe, Recurly, or similar)

·         Experience with HubSpot API, webhooks, and integration architecture, focusing on low-code custom integrations (native app integrations or third-party integrations through software such as Workato, Zapier etc).

·         Familiarity with middleware platforms (Zapier, Workato, PieSync, or native integrations)

·         Understanding of data synchronization, field mapping, and bi-directional integrations

·         Experience integrating HubSpot with customer support platforms (Intercom, Zendesk) is highly desirable

Business Context & Stakeholder Management:

·         Experience supporting revenue operations, customer success, and retention teams

·         Understanding of subscription business models, renewal cycles, churn prevention, and customer lifecycle management

·         Ability to translate complex business requirements into technical platform configurations

·         Strong stakeholder management skills working with Sales, Marketing, CSS, Finance, and Operations teams

·         Experience supporting strategic business initiatives requiring cross-functional coordination

Project Management & Communication:

·         Proven ability to manage multiple complex projects simultaneously with competing priorities

·         Excellent documentation skills for processes, automation logic, and technical specifications

·         Proactive problem-solver who can identify issues, propose solutions, and implement fixes independently

·         Experience working in fast-paced, deadline-driven environments with shifting priorities

·         Strong written and verbal communication skills for technical and non-technical audiences

Preferred Skills & Experience

Certifications & Advanced Knowledge:

·         HubSpot certifications (Marketing Hub, Sales Hub, Service Hub, Revenue Operations, etc.)

·         Experience with Chargebee administration or similar subscription management platforms (Stripe Billing, Recurly, Zuora)

·         Knowledge of revenue recognition, subscription metrics (MRR, ARR, churn, LTV, CAC)

·         Understanding of GDPR, data privacy, and consent management in marketing automation

Industry & Technical Experience:

·         Experience in hospitality technology, restaurant/venue management software, or multi-location business models (preferred)

·         Experience with payment provider migrations (Stripe, Adyen, PayPal) and associated data requirements for cross-platform integrations

·         Knowledge of HubSpot integrations and data consolidation projects

·         Exposure to Marketo or evaluation of marketing automation platform migrations

·         Experience with advanced data analysis using BI tools such as Excel, PowerBI (required) and building PowerBI dashboards or reports (desirable)

Why This Role is Different

This isn't your typical HubSpot admin position. You'll be:

·         Building complex systems, not just running campaigns - designing multi-layered automation frameworks that power critical business operations

·         Working with real data complexity - manipulating subscription data, calculating revenue impacts, and building sophisticated segmentation models

·         Driving strategic initiatives - supporting price rises, contract restructuring, retention programs, and revenue operations that directly impact business outcomes

·         Solving technical challenges - integrating platforms, troubleshooting data flows, and architecting solutions across the MarTech ecosystem

·         Collaborating across functions - partnering with CSS, Sales, Marketing, Finance, and Data teams on high-impact projects

If you enjoy technical problem-solving, data analysis, and building sophisticated automation in a fast-paced B2B SaaS environment, this role offers the complexity and strategic impact you're looking for.