CRM and Data Administrator

Xterra Health; Salem (OH); On-site; USD 78,000 - 85,000; Full time

Benefits offered by this job

Unlimited PTO

10 paid company holidays

401(k) match up to 4%

Health benefits coverage 75%

Job summary

Xterra Health in the United States is seeking a CRM/Data Administrator to own GoHighLevel data integrity, access control, and data requests. You will maintain a data dictionary, manage imports/exports, and enforce data standards across teams, partnering with BI and Software for clean dashboards and secure access.

The role combines hands-on CRM administration with governance, documentation, and cross-functional collaboration, reporting to leadership and safeguarding sensitive veteran health

Qualifications

• 3+ years administering a CRM platform such as GoHighLevel, HubSpot, or Salesforce, with hands-on work in users, permissions, pipelines, and data cleanup
• Demonstrated experience with imports, deduplication, merges, and bulk record updates on live data
• Strong Excel skills, including lookups, pivots, and comparing large lists
• Ability to write clear standards and procedures that other people follow
• Comfort working with sensitive personal information and enforcing role-based access
• Clear written and verbal communication, including the ability to say no to an access or data request and explain why

Responsibilities

• Own the data quality standard for GoHighLevel records, including required fields, naming conventions, tag structure, pipeline stages, and field definitions
• Run recurring audits for duplicates, missing fields, and stale records, and correct them or route them to the record owner
• Own imports, exports, merges, and bulk updates, with a documented check before and after each one
• Maintain a data dictionary that defines every field in use, who owns it, and how it is populated
• Administer users, roles, permissions, and sub-account settings in line with the Access Restriction policy
• Complete onboarding and offboarding access changes the same day they are requested
• Review user access on a set schedule and report exceptions to the VP of Operations
• Flag any request that would give a user access to veteran health information beyond their role
• Run intake for data requests, record corrections, and field or tag change requests from team leads, with a clear turnaround standard
• Pull lists and extracts for operations, claims, and provider teams, and confirm the logic with the requester before delivering
• Answer day-to-day usage questions from the call center and operations teams, and capture repeat questions as documentation
• Work with the Director of Business Intelligence so the data feeding dashboards is clean and field changes do not break reporting
• Work with the Software team on migration and integration work, including data mapping, test records, and validation after cutover
• Raise system issues to the right technical owner with enough detail to act on
• Write and maintain SOPs for data entry standards, access changes, imports, and data requests
• Keep documentation current as the system changes, and name an owner on every document

Skills

CRM administration

Excel skills

Written & verbal comms

Data governance

SOP writing

RBAC / data security

Tools

GoHighLevel

Twilio integrations

Power BI

Microsoft 365

SharePoint

Salesforce

Job description

Xterra Health is a fast-moving, mission-driven organization empowering veterans through transparent access to the care, benefits, and support they've earned. We are a veteran-focused medical consulting firm that provides nexus letters and disability benefits questionnaires (DBQs) through a network of W-2 and 1099 medical providers, and accurate, well-governed data is what keeps that work reliable.

Veteran and provider volume is growing, and the data and systems underneath that growth need an owner. Our data standards are informal today: duplicate records, inconsistent field use, and access that grew organically all exist.

The CRM and Data Administrator owns day-to-day administration of GoHighLevel, our CRM and scheduling platform, and the quality of the data inside it. This role keeps records accurate, access controlled, and standards documented, and defines, communicates, and enforces the data standard. Workflow and dashboard design stay with Business Intelligence, and technical buildout and integrations stay with the Software team.

This is a role for someone who pairs hands-on CRM administration with sound judgment on data and access, and who can say no to a request and explain why.

Key Responsibilities

Data Integrity

• Own the data quality standard for GoHighLevel records, including required fields, naming conventions, tag structure, pipeline stages, and field definitions
• Run recurring audits for duplicates, missing fields, and stale records, and correct them or route them to the record owner
• Own imports, exports, merges, and bulk updates, with a documented check before and after each one
• Maintain a data dictionary that defines every field in use, who owns it, and how it is populated

Access & User Administration

• Administer users, roles, permissions, and sub-account settings in line with the Access Restriction policy
• Complete onboarding and offboarding access changes the same day they are requested
• Review user access on a set schedule and report exceptions to the VP of Operations
• Flag any request that would give a user access to veteran health information beyond their role

Data Requests & Team Support

• Run intake for data requests, record corrections, and field or tag change requests from team leads, with a clear turnaround standard
• Pull lists and extracts for operations, claims, and provider teams, and confirm the logic with the requester before delivering
• Answer day-to-day usage questions from the call center and operations teams, and capture repeat questions as documentation

Cross-Functional Coordination & Documentation

• Work with the Director of Business Intelligence so the data feeding dashboards is clean and field changes do not break reporting
• Work with the Software team on migration and integration work, including data mapping, test records, and validation after cutover
• Raise system issues to the right technical owner with enough detail to act on
• Write and maintain SOPs for data entry standards, access changes, imports, and data requests
• Keep documentation current as the system changes, and name an owner on every document

Required Qualifications

• 3+ years administering a CRM platform such as GoHighLevel, HubSpot, or Salesforce, with hands-on work in users, permissions, pipelines, and data cleanup
• Demonstrated experience with imports, deduplication, merges, and bulk record updates on live data
• Strong Excel skills, including lookups, pivots, and comparing large lists
• Ability to write clear standards and procedures that other people follow
• Comfort working with sensitive personal information and enforcing role-based access
• Clear written and verbal communication, including the ability to say no to an access or data request and explain why

Desired Qualifications

• Direct experience with GoHighLevel, including Twilio or similar telephony integrations
• Experience in healthcare, telehealth, or another HIPAA-regulated environment
• Familiarity with Microsoft 365, SharePoint, or Power BI
• Experience supporting a CRM migration or platform consolidation
• HighLevel Certified Admin credential
• Military service or a meaningful connection to the veteran community

Compensation & Benefits

• Base salary: $78,000 – $85,000, commensurate with experience
• Medical, Dental & Vision: Eligible the first of the month following 30 days; Xterra Health covers 75% of employee premiums
• Unlimited PTO, plus 10 paid company holidays
• 401(k): 100% employer match up to 4% of eligible compensation; immediate vesting; enrollment the first of the month following 90 days