TTP Outsourcing
Role Overview The HubSpot Systems Administrator & Operations Coordinator is responsible for maintaining, optimising, securing, and supporting the organisation's HubSpot CRM and connected business systems. The role ensures CRM data integrity, workflow automation, reporting accuracy, website administration, operational efficiency, and compliance across the organisation. This is a highly technical and hands-on role suited to someone who enjoys solving problems, improving systems, and proactively identifying opportunities to streamline processes. The successful candidate will become primary HubSpot administrator while providing day-to-day operational support across program administration, marketing, communications, stakeholder engagement, and digital systems. Key Responsibilities HubSpot Administration (Primary Responsibility) · Manage the day-to-day administration of HubSpot CRM. · Maintain Contacts, Companies, Deals, Pipelines, Lists, Forms, Sequences, and custom properties. · Configure users, permissions, notifications, teams, and security settings. · Ensure CRM data remains accurate, organised, secure, and reliable. · Establish and maintain CRM governance standards and documented best practices. · Monitor CRM health, platform usage, and system performance. Workflow Automation & System Optimisation · Build, maintain, troubleshoot, and improve HubSpot workflows and automations. · Monitor automations to ensure they function correctly and resolve failures promptly. · Identify manual processes that can be automated. · Recommend system improvements that increase operational efficiency. · Support integrations between HubSpot and third-party platforms, including Zapier, Make, APIs, or similar tools. CRM Data Management · Perform ongoing data hygiene, including: · Duplicate management · Contact and company audits · Bulk imports and updates · Data validation · Record maintenance · Ensure student, alumni, sponsor, school, partner, and stakeholder records remain accurate and complete. Systems Support & Integrations · Provide first-line support for HubSpot users and resolve day-to-day CRM issues. · Troubleshoot system problems independently and escalate where necessary. · Assist with implementation of new tools, integrations, and system improvements. · Liaise with software vendors and technical support teams when required. · Document systems, processes, user guides, and standard operating procedures. Operations & Administration · Provide operational support, including email management, administrative assistance, general CRM support, and documentation of systems and processes. · Act as a frontline responder for enquiries relating to Talent Development Project programs and the Talent Booking Agency. · Triage enquiries, maintain accurate records, and ensure timely follow-up or escalation. · Maintain templates, sequences, operational documentation, and process resources. · Coordinate routine administrative tasks that support efficient program and agency delivery. Reporting & Business Intelligence · Build and maintain HubSpot dashboards and reports. · Monitor CRM health, data quality, campaign activity, and operational performance. · Produce reports for leadership relating to operations, stakeholder engagement, fundraising, · programs, and marketing. · Provide clear insights that support governance, planning, and informed decision-making. · Marketing & Communications · Build, test, schedule, and distribute email marketing campaigns through HubSpot. · Use copy and creative assets supplied by the leadership team to create professional campaign emails. · Maintain marketing contact lists, audience segmentation, subscription preferences, and campaign workflows. · Support newsletters, promotional communications, and stakeholder engagement campaigns. · Monitor campaign performance and prepare marketing reports, including delivery, engagement, and conversion metrics. Website Management · Maintain and update the organisation's WordPress website. · Create, edit, and publish website pages and content. · Update images, forms, links, downloadable resources, and program information. · Ensure website information remains accurate, accessible, and consistent with TDP branding. · Support basic SEO practices and coordinate technical website improvements where required. Risk & Compliance · Advise on and contribute to policies and technical safeguards that support best-practice data access, privacy, and systems resilience. · Maintain appropriate user access, permissions, security controls, and data-handling practices. · Support compliance with organisational policies and applicable privacy requirements. · Maintain documentation that supports governance, audit readiness, and operational continuity. · Ensure HubSpot remains a secure, compliant, and reliable organisational system that supports · effective governance, operational efficiency, and informed decision-making. Required Experience · Minimum two years' experience administering HubSpot CRM in a hands-on capacity. · Strong experience managing CRM databases and maintaining data integrity. · Demonstrated experience building and maintaining HubSpot workflows and automations. · Experience troubleshooting CRM issues independently. · Experience supporting business operations through CRM and systems administration. · Strong understanding of reporting, dashboards, marketing reporting, and CRM best practices. · Experience building and distributing email marketing campaigns through HubSpot or a comparable platform. · Experience administering WordPress, including content updates and page creation. · Experience with Google Workspace and Microsoft Office. · Understanding of data governance, privacy, user access, and system security principles. Nice to Have · HubSpot certifications, particularly in CRM, Marketing Hub, or Operations Hub. · Experience with CRM integrations using Zapier, Make, APIs, or similar platforms. · Experience with project-management platforms such as Trello, Asana, or Monday.com. · Experience working in a not-for-profit, education, arts, or youth-development environment. · Knowledge of SEO, Google Analytics, process documentation, and SOP creation.information. Pay: Php35,000.00 - Php40,000.00 per month Benefits Flexible schedule Work Location: Remote
TTP Outsourcing
