CRM & Operations Coordinator

This role is for you if…

You get a little too excited when you find a messy dataset and can’t rest until it makes sense.

You’re the person your colleagues come to when something’s broken — not because it’s your job, but because you’ve already figured it out.

And when a new tool lands on your desk, your first instinct is to open it up, poke around, and find ways to make it work harder for your team.

Core Competencies:

HubSpot CRM Administration

• Serve as the primary admin for HubSpot — managing pipelines, properties, workflows, user permissions, and integrations
• HubSpot Proficiency: Deep knowledge of HubSpot’s suite, including Marketing Hub Pro, Service Hub Pro, Sales Hub Pro, Service Hub Pro
• Maintain data hygiene: deduplication, field standardization, list management, and lifecycle stage accuracy
• Serve as the internal go-to for HubSpot questions, troubleshooting, and training

Sample responsibilities include

• Build plays in Prospecting Agent
• Build, manage and analyze workflows
• Create reports and dashboards
• Integrate approved apps
• Prioritize, test and deploy new features
• Train current and new employees
• Create forms: properties, workflows, reporting
• Create lead scoring
• Deploy surveys to existing partner firms
• Create segments/ lists
• Audit object properties
• Manage existing integrations with Strety, ON24, Microsoft, Fireflies

Platform Administration:

• Manage HubSpot settings, user permissions, and ensure the CRM structure (contacts, companies, deals, tickets, projects) meets standards

Data Hygiene & Integrity:

• Enforce data governance by removing duplicates, managing imports, and standardizing data entry to ensure trustworthy reporting.

Internal Technology

• Manage existing internal technology, including Box, Strety, Intacct, Slack, Canva, AI products, MyRepChat, Feathery
• Lead end-to-end execution of platform migrations and system transitions (e.g., moving from a legacy form builder to HubSpot Forms, migrating our EOS platform from Ninety to Strety)
• Scope projects, identify dependencies, coordinate with stakeholders, manage timelines, and QA outcomes
• Document processes before, during, and after transitions so nothing lives only in someone’s head
• Identify friction in how we use our tools and proactively propose solutions — you shouldn’t need to be asked

Project Management

• Manage the execution of internal initiatives from scoping through completion — defining timelines, identifying dependencies, coordinating stakeholders, and ensuring nothing falls through the cracks
• Maintain clear documentation throughout each project so processes, decisions, and configurations are captured and accessible to the broader team
• Proactively identify operational friction across platforms and tools, and bring forward recommendations before problems are escalated

Characteristics:

• Analytical Mindset: Strong ability to translate raw CRM data into actionable business insights and growth strategies.
• Problem-Solving & Project Management: Capability to understand complex business goals and translate them into functional, scalable CRM solutions.
• Communication: Ability to collaborate easily with non-technical team members and act as the “go-to” expert for platform issues.

What This Role Is Not:

This is not a developer role — you won’t be writing production code. But you should be comfortable enough with technology to figure things out, not wait for someone else to. Curiosity and resourcefulness matter more than any specific credential.

Requirements:

• 2+ years of hands-on HubSpot administration experience (not just using it - owning it)
• Proven track record managing or leading technical projects with multiple stakeholders
• Comfortable working in ambiguity: able to scope a fuzzy project, ask the right questions, and drive it to completion
• Strong attention to detail, especially around data integrity and QA
• Excited to participate in betas and be part of constant change
• Excellent written communication — you'll document your work and communicate cross-functionally with non-technical teammates

Visionary Square operates on a hybrid model, requiring in-office attendance in Charlotte on Mondays, Wednesdays, and Fridays.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: Hybrid remote in Charlotte, NC 28277