HubSpot & CRM Operations Specialist

Xopero Software develops Backup & Disaster Recovery solutions including Xopero ONE, Xopero Unified Protection, and GitProtect, serving clients worldwide with data protection products used by companies like T-Mobile, Avis, and Quest Diagnostics.

• 2 to 4 years of experience as HubSpot Administrator, RevOps Specialist, Marketing or Sales Operations Specialist, Marketing Automation Specialist, or CRM Coordinator.
• Strong knowledge of HubSpot, especially Marketing Hub and Sales Hub; basic knowledge of Service Hub, Revenue Hub, and Operations/Data Hub.
• English proficiency at minimum C1 level.
• Ability to design and optimize automation and workflows in HubSpot.
• Practical experience in business process mapping and documentation; familiarity with BPMN or similar notation is a plus.
• Ability to create clear instructions, procedures, and educational materials.
• Strong data and analytics skills, advanced Excel / Google Sheets knowledge.
• Knowledge of personal data processing and GDPR/RODO compliance, especially in marketing and consent management.
• Experience with Jira, Confluence, and Google Workspace.
• Capability to conduct trainings and communicate knowledge effectively.
• Ability to translate technical concepts into business language and collaborate with multiple stakeholders.
• Understanding of marketing & sales funnels from both technical and business perspectives.
• Self-driven, proactive with ownership mindset.
• Analytical and logical approach with attention to data consistency and automation accuracy.
• Willingness to learn, test new solutions, and improve work methods.

Nice to have:

• HubSpot Academy certifications (Marketing/Sales Software or Administrator).
• Familiarity with tools such as Salesforce, Clay, Apollo, Outreach, Fathom, Aircall, Leadfeeder, ZenABM and understanding their integration with HubSpot.
• Knowledge of Custom Coded Workflows in HubSpot (JavaScript / Python).
• Experience with no-code integration platforms like Zapier or Make.
• SQL knowledge and experience working with data warehouse/data lake.
• Experience in data integration, building scoring models, and advanced reporting.

CRM & HubSpot Administration:

• Manage and develop HubSpot environment, especially Marketing Hub and Sales Hub.
• Collaborate on design, implementation, and maintenance of HubSpot integrations with sales and marketing tools such as Outreach and Partner Portal.
• Configure properties, views, permissions; ensure data hygiene and consistency.
• Design, implement, and optimize marketing and sales support workflows and automation.
• Translate business team requirements into scalable CRM solutions.
• Map and optimize Marketing and Sales processes including MQL/SQL classification and lead handoff.
• Monitor HubSpot integrations with external sales and marketing tools.

Processes, documentation & governance:

• Map and standardize business processes using BPMN or similar notation.
• Create documentation including process flows, data flows, user manuals, and knowledge bases.
• Define and enforce data handling standards and ensure compliance with GDPR/RODO.
• 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 including webinars, trials, onboarding, and drip campaigns.
• Develop and optimize lead and deal scoring and prioritization.
• Advanced segmentation and import management for campaigns.
• Analyze lead source effectiveness.
• Build and evolve dashboards monitoring funnel performance.

Training, Enablement & User Adoption:

• Conduct training and workshops on HubSpot, CRM, and data best practices.
• Onboard new employees on marketing and sales tools and standards.
• Support users with technical and process issues.
• Foster high CRM user adoption.
• Educate teams on new HubSpot functionalities.
• Support teams in adapting to new processes and tools (Change Management).

The data controller is Xopero Software S.A. with headquarters in Gorzów Wielkopolski, responsible for personal data processing according to law. Candidates have rights to access, rectify, delete or limit processing of their personal data and to lodge complaints with supervisory authorities. Providing required data is mandatory for recruitment; optional data processing is based on consent and can be withdrawn anytime. Data processed only for recruitment purposes and potential future recruitments if consent is given.