HubSpot Administrator (Remote)

TeamLogicIT; United States; Remote; USD 90,000 - 120,000; Full time

Job summary

TeamLogic IT is seeking a HubSpot administrator to own and optimize our CRM across five deal stages, lanes, and integrations with Autotask and Fathom. You will design pipelines, custom properties, workflows, sequences, quotes, and reports to support MSP sales across the US territories.

The role requires deep HubSpot experience in Sales Hub, strong data governance, and the ability to deliver clear documentation and user enablement while working remotely during US Eastern overlap.

Qualifications

• 4+ years of hands-on HubSpot administration in a B2B environment.
• Deep experience with Sales Hub Professional or Enterprise: pipelines, deal properties, sequences, quotes, products, and permissions.
• Proven ability to build multi-branch workflows with enrollment triggers, delays, if/then logic, and task creation.
• Experience building custom reports and dashboards, including funnel, time-in-stage, and cross-object reports.
• Hands-on experience maintaining at least one two-way integration between HubSpot and another business system, including field mapping and sync troubleshooting.
• Strong data management skills: imports, deduplication, list segmentation, and property governance.
• Clear written English and the ability to turn a business request into a working build with little supervision.
• Reliable remote work setup and availability during the required US Eastern Time overlap.

Responsibilities

• Configure and maintain the five-stage deal pipeline, including required exit-ask fields that gate stage movement.
• Build and govern custom properties: Lane, Service Line, Territory, qualification answers, and qualification score.
• Maintain users, teams, permissions, and territory ownership for reps, VP/GMs, and CSMs.
• Build lead routing that assigns territory and owner, notifies the rep, and creates a one-business-day call task.
• Build lane workflows: Set the lane tasks after every logged meeting, lane-change reminders when meetings are not rebooked, and hot-lead alerts on repeated engagement.
• Maintain the marketing lead score and the deal qualification score as criteria are refined.
• Configure the quote approval step so any deviation from the price book routes for approval before a quote is sent.
• Build and maintain the twelve sales sequences (First Touch, five Green, five Yellow, Stay in Touch) using copy supplied by Marketing.
• Use personalization tokens and contact fields so Yellow sequences pull the right service-line content and links.
• Load and maintain the product library, price book, SKUs, and quote templates.
• Manage meetings links, email templates, and snippets for the sales team.
• Own the HubSpot to Autotask integration: closed-won deals create the client account in Autotask, and contract end dates and services owned sync back to HubSpot as read-only context.
• Maintain field mappings, monitor sync health, and resolve errors, duplicates, and mismatches between systems.
• Maintain the Fathom integration, including summary-to-field mapping and action items as HubSpot tasks.
• Support the Microsoft 365 connection (Outlook inbox, calendar, and add-in) for every rep.
• Provide pipeline data to the Territory Command Center through the HubSpot API or scheduled exports.
• Build the weekly sales review dashboard: stage by lane, days in stage, deals with no next step, and stage conversion.
• Build territory and rep-level dashboards for VP/GMs and leadership.
• Produce ad hoc reports on request and keep report definitions consistent across territories.
• Run imports, deduplication, and regular data hygiene audits.
• Set and enforce naming conventions for properties, workflows, sequences, lists, and reports.
• Document every build so another admin could maintain it.
• Follow data privacy and email compliance requirements, including opt-outs and subscription types.
• Act as the primary HubSpot subject matter expert and first line of support for all users.
• Gather requirements from sales leadership and translate them into configuration.
• Create short how-to guides and support training for each territory during rollout.

Skills

HubSpot administration

Sales Hub Pro/Ent

Workflows and automation

Reports and dashboards

Integrations (HubSpot + external)

Data management

English communication

Remote work setup

Tools

Autotask PSA (Kaseya)

ConnectWise

HubSpot API

Fathom integration

Job description

About us and the role

TeamLogic IT Company-Owned Group delivers managed IT, cybersecurity, cloud, and AI services to businesses across four US territories: PA/NJ, North Carolina, Chicago/IL, and Florida. We are moving our sales process onto HubSpot Sales Hub, with Autotask remaining our service delivery and client system of record.

Our CRM design is simple to state: every deal sits in one stage and one lane.

• Stages follow our five-step sales process: Discovery (Biz Alignment), Draft Pricing (Evaluation), Proposal (Team Feedback), Negotiation (Contract Docs), and Finalize Partnership (Signing). A deal advances only when the stage's exit ask is secured.
• Lanes (Green, Yellow, Red) reflect deal momentum. Each stage and lane pairing runs a short sequence, twelve in total, that decides what happens between meetings.
• Integrations take busywork off reps: Fathom call summaries map into deal fields and a qualification score, won deals create the client in Autotask, and our Territory Command Center reads pipeline data from HubSpot.

You will be the person who builds this, keeps it clean, and makes it the way our teams work every day.

Key responsibilities

Pipeline, objects, and data model

• Configure and maintain the five-stage deal pipeline, including required exit-ask fields that gate stage movement.
• Build and govern custom properties: Lane, Service Line, Territory, qualification answers, and qualification score.
• Maintain users, teams, permissions, and territory ownership for reps, VP/GMs, and CSMs.

Workflows and automation

• Build lead routing that assigns territory and owner, notifies the rep, and creates a one-business-day call task.
• Build lane workflows: "Set the lane" tasks after every logged meeting, lane-change reminders when meetings are not rebooked, and hot-lead alerts on repeated engagement.
• Maintain the marketing lead score and the deal qualification score as criteria are refined.
• Configure the quote approval step so any deviation from the price book routes for approval before a quote is sent.

Sequences, templates, and quotes

• Build and maintain the twelve sales sequences (First Touch, five Green, five Yellow, Stay in Touch) using copy supplied by Marketing and cadence set by sales leadership.
• Use personalization tokens and contact fields so Yellow sequences pull the right service-line content and links.
• Load and maintain the product library, price book, SKUs, and quote templates.
• Manage meetings links, email templates, and snippets for the sales team.

Autotask and other integrations

• Own the HubSpot to Autotask integration: closed-won deals create the client account in Autotask, and contract end dates and services owned sync back to HubSpot as read-only context.
• Maintain field mappings, monitor sync health, and resolve errors, duplicates, and mismatches between systems.
• Maintain the Fathom integration, including summary-to-field mapping and action items as HubSpot tasks.
• Support the Microsoft 365 connection (Outlook inbox, calendar, and add-in) for every rep.
• Provide pipeline data to the Territory Command Center through the HubSpot API or scheduled exports.

Reporting and dashboards

• Build the weekly sales review dashboard: stage by lane, days in stage, deals with no next step, and stage conversion.
• Build territory and rep-level dashboards for VP/GMs and leadership.
• Produce ad hoc reports on request and keep report definitions consistent across territories.

Data quality and governance

• Run imports, deduplication, and regular data hygiene audits.
• Set and enforce naming conventions for properties, workflows, sequences, lists, and reports.
• Document every build so another admin could maintain it.
• Follow data privacy and email compliance requirements, including opt-outs and subscription types.

User support and enablement

• Act as the primary HubSpot subject matter expert and first line of support for all users.
• Gather requirements from sales leadership and translate them into configuration.
• Create short how-to guides and support training for each territory during rollout.

Required qualifications

• 4 or more years of hands-on HubSpot administration in a B2B environment.
• Deep experience with Sales Hub Professional or Enterprise: pipelines, deal properties, sequences, quotes, products, and permissions.
• Proven ability to build multi-branch workflows with enrollment triggers, delays, if/then logic, and task creation.
• Experience building custom reports and dashboards, including funnel, time-in-stage, and cross-object reports.
• Hands-on experience maintaining at least one two-way integration between HubSpot and another business system, including field mapping and sync troubleshooting.
• Strong data management skills: imports, deduplication, list segmentation, and property governance.
• Clear written English and the ability to turn a business request into a working build with little supervision.
• Reliable remote work setup and availability during the required US Eastern Time overlap.

Preferred qualifications

• Experience with Autotask PSA (Kaseya), especially account, contact, contract, and opportunity data, or a comparable PSA such as ConnectWise.
• Background supporting a managed service provider (MSP) or IT services company.
• HubSpot certifications: Sales Hub Implementation, Sales Software, or Reporting.
• Experience with Operations Hub (data sync, programmable automation, data quality tools) or Marketing Hub (lead scoring, nurture workflows).
• Familiarity with call recording and conversation intelligence tools, such as Fathom, syncing into HubSpot.
• Working knowledge of the HubSpot API, Zapier, or Make for integrations outside the native marketplace.
• Experience supporting a CRM migration or a phased rollout across multiple teams or territories.