Sales & Admissions Officer

Helvetic Business School (HBS); Montreux; Vor Ort; CHF 80.000 - 120.000; Vollzeit

Zusammenfassung

Helvetic Business School in Vevey, Switzerland, seeks an organized Sales & Admissions Officer to oversee the full admissions and sales journey for prospective students, with HubSpot CRM at the core.

You will qualify leads, nurture relationships with agents and external partners, and optimize sequences and pipelines to improve conversion in an international education setting.

Qualifikationen

• Proven experience using HubSpot CRM in admissions or sales.
• Strong written and verbal communication skills.
• Ability to manage many prospects and meet targets.

Aufgaben

• Manage prospective students through the admissions funnel.
• Qualify leads based on profile and motivation.
• Maintain admissions pipeline and follow-up.
• Build and manage HubSpot sequences for segments.
• Coordinate outreach around deadlines and events.

Kenntnisse

HubSpot CRM

Lead management

Relationship building

Communication

Follow-up

Data quality

Tools

HubSpot Sequences

HubSpot Deals

HubSpot Reporting

CRM software

Jobbeschreibung

Company Description

Helvetic Business School (HBS) is a boutique private business school located in the heart of Vevey, Switzerland, serving a diverse international student body. The school focuses on delivering a unique learning experience combining professional development, practical skills, global perspectives, and personal growth.

Position

We are seeking a highly organized, commercially minded, and relationship-driven Sales & Admissions Officer to join our business school.

The role is responsible for managing prospective students throughout the full admissions and sales journey — from initial inquiry and lead qualification through personalized follow-up, application support, conversion, enrollment, and handover.

A central component of the position is the effective use of HubSpot CRM. The successful candidate will actively use HubSpot to organize and prioritize leads, manage pipelines, create and optimize sequences, plan follow-up activities, personalize communication, track engagement, and improve conversion rates.

The Sales & Admissions Officer will also contribute to developing strong relationships with recruitment agents and external partners.

ResponsibilitiesLead Management

Manage prospective students throughout the complete admissions funnel, from initial inquiry to enrollment.

• Respond promptly and professionally to inquiries from digital campaigns, website forms, events, referrals, agents, and other recruitment channels.
• Qualify leads based on profile, academic background, interests, preferred program, timing, motivation, and enrollment potential.
• Understand each prospect's objectives and recommend the most appropriate program.
• Maintain structured follow-up for active, inactive, and longer-term prospects.
• Guide candidates through application requirements, documentation, deadlines, and next steps.
• Identify barriers preventing candidates from progressing and proactively address questions or concerns.
• Maintain an accurate admissions pipeline and ensure qualified leads are not lost due to insufficient follow-up.

HubSpot

Take ownership of the day-to-day use of HubSpot as a core sales and admissions platform.

The Sales & Admissions Officer should be confident working independently within HubSpot and using its functionality to improve productivity, visibility, and conversion.

Key responsibilities include:

• Create, maintain, and update lead and contact records accurately.
• Manage contacts, deals, lifecycle stages, lead statuses, tasks, activities, and pipeline stages.
• Ensure calls, emails, meetings, notes, and important interactions are properly recorded.
• Segment and prioritize leads according to program interest, geography, intake, lead source, engagement level, and sales stage.
• Create tasks and follow-up reminders to maintain consistent communication.
• Build and manage HubSpot Sequences for different prospect segments and stages of the admissions journey.
• Enroll appropriate prospects into sequences while maintaining the right balance between automation and personalized communication.
• Monitor sequence performance, email engagement, replies, meetings, and funnel progression.
• Identify inactive or stalled leads and develop re-engagement strategies.
• Maintain strong CRM data quality and ensure the pipeline reflects the actual status of each prospect.
• Use HubSpot reporting and dashboards to monitor admissions performance.

Strong practical experience with HubSpot CRM, particularly Sales Hub and Sequences, is highly desirable.

Outreach and Follow-Up Strategy

Develop and execute structured outreach strategies designed to move prospective students from initial interest toward application and enrollment.

• Plan multi-touch follow-up strategies combining email, telephone, online meetings, messaging, and other appropriate channels.
• Determine appropriate communication frequency and timing according to the prospect's stage and level of engagement.
• Develop email sequences for new inquiries, follow-ups, application reminders, incomplete applications, event attendees, and inactive leads.
• Write clear and persuasive emails with strong calls to action.
• Continuously improve messaging based on response and conversion performance.
• Coordinate outreach around admissions deadlines, program start dates, events, webinars, open days, and recruitment campaigns.

Personalized Lead Communication

Deliver a highly personalized admissions experience rather than relying exclusively on standardized or automated communication.

The successful candidate should understand that student recruitment depends on building trust and demonstrating a genuine understanding of each candidate.

• Research and understand prospects before communicating whenever sufficient information is available.
• Personalize emails and conversations based on background, career objectives, program interest, location, concerns, and previous interactions.
• Adapt communication style according to the prospect's profile and stage in the decision-making process.
• Use CRM information intelligently to make follow-ups relevant and contextual.
• Reference previous conversations and expressed interests rather than repeatedly sending generic messages.
• Know when to move a prospect from an automated sequence into direct one-to-one communication.
• Build professional relationships while maintaining a consultative and service-oriented approach.

Conversion and Sales Performance

The role carries clear responsibility for progressing qualified prospects toward application and enrollment.

• Work toward defined recruitment, application, and enrollment targets.
• Monitor conversion rates across different stages of the admissions funnel.
• Track indicators such as inquiry-to-contact, contact-to-application, application-to-admission, and admission-to-enrollment conversion.
• Follow up proactively with high-potential candidates.
• Identify where prospects are dropping out of the funnel and implement appropriate follow-up actions.
• Re-engage previously interested or inactive candidates.
• Understand candidate objections and common reasons for non-conversion.
• Provide management with visibility into pipeline health, expected enrollments, conversion performance, and areas requiring attention.
• Use CRM data and previous results to continuously improve sales and admissions activities.

Partner Relations and Recruitment Agencies

Develop and maintain professional relationships with the school's network of education agents, recruitment partners, and other external stakeholders.

• Serve as a key point of contact for assigned agents and recruitment partners.
• Maintain regular communication and structured follow-up with active partners.
• Provide accurate information regarding programs, admissions criteria, intakes, application procedures, and deadlines.
• Follow up on candidates referred by agents and provide appropriate status updates.
• Encourage partners to maintain a healthy pipeline of qualified candidates.
• Track agent-generated leads, applications, and enrollments through the CRM.
• Support onboarding and relationship development with new agents where required.
• Identify active, inactive, or underperforming partnerships based on available data.
• Maintain a professional, responsive, and service-oriented relationship with the school's partner network.

Candidate ProfileRequired Skills & Experience

• Previous experience in sales, admissions, student recruitment, business development, education consulting, or a comparable client-facing role.
• Practical experience using HubSpot CRM or significant experience with a comparable sales CRM.
• Strong understanding of CRM-based lead and pipeline management.
• Experience managing structured follow-up activities and sales sequences.
• Excellent written and verbal communication skills.
• Strong ability to write professional, personalized, and conversion-oriented emails.
• Comfortable conducting telephone and video conversations with prospective students.
• Strong relationship-building and interpersonal skills.
• Commercial mindset with an understanding of sales funnels and conversion.
• Excellent organizational skills and attention to detail.
• Ability to manage a significant number of prospects simultaneously.
• Ability to work with targets, KPIs, and deadlines.
• High level of professionalism when handling prospective students and external partners.

Preferred Qualifications

• Previous experience in higher education, business schools, universities, executive education, or international student recruitment.
• Experience working with international education agents or recruitment partners.
• Experience with HubSpot Sales Hub, including Sequences, Deals, Tasks, Lists, Templates, Reporting, and pipeline management.
• Understanding of digital lead-generation and student recruitment processes.
• Experience working with international prospects and multicultural markets.
• Additional languages are considered an advantage.

Key Competencies

CRM Discipline — Maintains accurate data, structured pipelines, and consistent follow-up.

Personalization — Ensures communication is relevant to each individual candidate rather than generic or overly automated.

Commercial Awareness — Understands the relationship between lead generation, qualification, nurturing, application, admission, and enrollment.

Follow-Through — Takes ownership of prospects and consistently follows opportunities through to the appropriate conclusion.

Relationship Management — Builds credibility and trust with prospective students, agents, partners, and internal stakeholders.

Data-Driven Thinking — Uses CRM activity, conversion data, and pipeline performance to identify where attention is required.

Communication Excellence — Communicates clearly, professionally, and persuasively across email, telephone, video calls, and messaging platforms.

Initiative & Accountability — Proactively identifies opportunities, follows up independently, and takes responsibility for results.