HubSpot & CRM Operations Specialist

Xopero Software is a company with over 17 years of experience in data protection, specializing in Backup & Disaster Recovery solutions including Xopero ONE, Xopero Unified Protection, and GitProtect. Their products secure IT environments, applications, and code repositories worldwide, serving clients from small businesses to global brands such as T-Mobile, Avis, and Quest Diagnostics.

• 2–4 years of experience in roles such as HubSpot Administrator, RevOps Specialist, Marketing Operations Specialist, Sales Operations Specialist, Marketing Automation Specialist, or CRM Coordinator.
• Very good knowledge of HubSpot, especially Marketing Hub and Sales Hub; basic knowledge of Service Hub, Revenue Hub, and Operations/Data Hub.
• English language proficiency at minimum C1 level.
• Ability to design and optimize HubSpot automations and workflows.
• Practical experience in process mapping and documentation; knowledge of BPMN or similar notation is a significant advantage.
• Ability to create clear instructions, procedures, and educational materials.
• Proficiency in working with data, segmentation, analytics; advanced knowledge of Excel and Google Sheets.
• Knowledge of personal data processing and GDPR/RODO, especially in marketing and consent management.
• Experience with JIRA, Confluence, and Google Workspace.
• Ability to conduct trainings and communicate knowledge effectively.
• Skillfulness in translating complex technical issues into business language and cooperating well with stakeholders.
• Understanding of marketing & sales funnels from technical and business perspectives.
• Independent, proactive mindset focused on ownership and problem root cause analysis.
• Analytical and logical approach to work with attention to data consistency and automation correctness.
• Enthusiasm for learning, testing new solutions, and improving work methods.

Nice to have:

• HubSpot Academy certifications, especially HubSpot Marketing / Sales Software or HubSpot Administrator.
• Knowledge of tools such as Salesforce, Clay, Apollo, Outreach, Fathom, Aircall, Leadfeeder, ZenABM and their integration with HubSpot.
• Knowledge of Custom Coded Workflows in HubSpot using JavaScript / Python.
• Experience with no-code integration platforms like Zapier or Make.
• Knowledge of SQL and experience working with data warehouses or data lakes.
• Experience in data integration, scoring model building, and advanced reporting.

CRM & HubSpot Administration:

• Manage and develop the HubSpot environment, particularly Marketing Hub and Sales Hub.
• Collaborate on design, implementation, and maintenance of HubSpot integrations with tools like Outreach and Partner Portal.
• Configure properties, views, permissions; maintain database hygiene and consistency.
• Design, implement, and optimize workflows and automations supporting marketing and sales.
• Translate business requirements into scalable CRM solutions.
• Map and optimize marketing and sales processes, including MQL/SQL classification and lead handoff.
• Monitor integrations with external marketing and sales tools.

Processes, Documentation & Governance:

• Map and standardize business processes using BPMN or similar notations.
• Create documentation of processes, data flows, user instructions, and knowledge base.
• Define and enforce data handling standards and ensure GDPR/RODO compliance.
• Manage marketing consents, communication paths, and re-subscription processes.
• Identify bottlenecks in marketing and sales processes and implement improvements.
• Collaborate with business teams to design and implement new processes.

Data, Analytics & Lead Management:

• Develop analytics based on UTM tracking, conversion tracking, and attribution models.
• Design and automate lead lifecycle activities such as webinars, trials, onboarding, and drip campaigns.
• Develop and optimize lead/deal scoring and prioritization rules for sales teams.
• Perform advanced segmentation and manage data imports for campaigns.
• Analyze lead source effectiveness.
• Build and enhance dashboards monitoring funnel performance from first touchpoint to conversion.

Training, Enablement & User Adoption:

• Conduct trainings and workshops on HubSpot, CRM, and data handling best practices.
• Onboard new employees on marketing-sales tools and work standards.
• Support users in resolving technical and process issues.
• Build high CRM user adoption.
• Educate teams on new HubSpot features and capabilities.
• Support teams in adapting to new processes and tools (Change Management).