Specialist, CRM Data & Operations

Kyocera Mita America; Two Bridges (NJ); On-site; USD 82,000 - 103,000; Full time

Benefits offered by this job

Medical, dental & vision benefits

401k match

Flexible spending

Disability and life insurance

Paid time off & holidays

Job summary

Kyocera Document Solutions America, Inc. is seeking a Data & Operations Specialist to maintain CRM data accuracy and administer Microsoft Dynamics 365 and HubSpot integrations. You will ensure data standards, support cross-functional teams, and drive data-driven decision making.

The role supports data synchronization across platforms, builds dashboards, and maintains documentation and training materials for data entry standards.

Qualifications

• Bachelor's degree or equivalent experience in a related field.
• Minimum of 3 years in CRM administration, sales operations, or data management.
• Hands-on experience with Microsoft Dynamics 365 Sales including user and security administration.
• Solid understanding of data quality practices and master data management.
• Advanced Excel skills (lookups, pivot tables, data cleansing) and bulk data tools.
• Strong attention to detail and ownership of data accuracy.
• Clear communication to explain data standards to non-technical users.
• Ability to manage multiple requests in a fast-paced environment.

Responsibilities

• Own the account creation and approval process in Dynamics 365 and ensure data completeness.
• Define and enforce CRM data standards, ownership rules, and hierarchies.
• Monitor data quality across accounts, leads, contacts, and opportunities; resolve duplicates.
• Develop data quality dashboards and KPIs; report trends to leadership.
• Administer Dynamics 365 users, security roles, and organizational units.
• Support HubSpot-Dynamics integration; fix mapping and sync issues.
• Collaborate with Sales Operations, Finance, and Customer Service to align data with systems.
• Maintain dealer data synchronization until automated integration is in place.

Skills

CRM administration

Data quality

Excel advanced

Attention to detail

Communication

Agile/Scrum familiarity

Data governance

Cross-functional collaboration

Problem solving

Security roles

Education

Bachelor's degree in Business, Information Systems, or related field

Tools

Microsoft Dynamics 365 Sales

HubSpot

Power BI

Power Automate

Jira

Job description

Overview

When you join Kyocera Document Solutions America, Inc. you are joining an organization that is deeply rooted in the Philosophy of “doing what is right as a human being”. Through this Philosophy, our employees are passionate about providing best in class customer service through efficiency, accountability, and a sense of urgency all while putting knowledge to work to drive change.

In addition, we’re a Great Place to Work… and we really mean it! Kyocera Document Solutions America, Inc. has been officially certified as a Great Place to Work since 2022. An organization earns this distinction when its employees have expressed their trust in the people they work for, have pride in what they do and enjoy the people they work with.

As the Data & Operations Specialist, you will play a pivotal role in maintaining the accuracy, integrity, and day-to-day administration of Kyocera's CRM data. This role owns the account creation and approval process, keeps customer and partner records clean and complete, and makes sure Sales, Marketing, and leadership can trust the data they rely on to manage pipeline and make decisions. The CRM Data & Operations Specialist serves as the functional administrator of Microsoft Dynamics 365, managing users, security roles, and configuration such as fields, views, forms, and business rules. The role also supports the integration between Microsoft Dynamics and HubSpot so that leads, contacts, and accounts stay in sync across both platforms. Working closely with Sales, Marketing, IT, and Customer Operations, this person will help establish and enforce the data standards that support Kyocera's Direct and Channel go-to-market strategy.

The chance to do something meaningful, to challenge yourself, to be a part of change in an industry, to influence change doesn’t come around every day.

Responsibilities

• Own the account creation and approval process in Microsoft Dynamics, reviewing new account requests for completeness, accuracy, and potential duplicates before approval, and meeting agreed turnaround targets.
• Define, document, and enforce CRM data standards, including naming conventions, required fields, account hierarchies (parent/child), and ownership rules for Direct, Channel partner, and end-user accounts.
• Monitor data quality across accounts, contacts, leads, and opportunities; identify and resolve duplicates, incomplete records, and inconsistencies through duplicate detection rules and regular data audits.
• Build and maintain data quality dashboards and KPIs, such as record completeness, duplicate rate, and approval turnaround time, and report trends and remediation progress to the CRM Business Enablement Manager.
• Perform functional administration of Microsoft Dynamics 365, including user provisioning and deprovisioning, security roles, business units and teams, fields, views, forms, and business rules.
• Manage data imports, bulk updates, and mass record changes, including territory and account ownership reassignments, while maintaining an accurate audit trail.
• Support the HubSpot and Microsoft Dynamics integration by monitoring sync errors, resolving field-mapping and record-matching issues, and partnering with Revenue Marketing to keep lead and contact data aligned across both platforms.
• Partner with Sales Operations, Finance, and Customer Service to keep account information consistent with other business systems, such as ERP and partner program data.
• Maintain the synchronization of Dealer data between Oracle EBS and Microsoft Dynamics so that current Dealer Profiles are always up to date in Dynamics until an automated integration is in place, and play a key role in designing and testing that integration.
• Create and maintain process documentation, job aids, and quick-reference guides, and support the CRM Business Enablement Manager in training users on data entry standards and account processes.
• Participate in testing and validation of CRM enhancements and Microsoft release updates to confirm that changes do not affect data integrity or existing processes.
• Help maintain compliance with company data policies and applicable privacy requirements, including contact consent and record retention practices.

Qualifications

• Bachelor's degree in Business, Information Systems, or a related field, or equivalent work experience.
• Minimum of 3 years of experience in CRM administration, sales operations, or data management.
• Hands‑on experience with Microsoft Dynamics 365 Sales (or Dynamics CRM), including user and security role administration and basic configuration.
• Solid understanding of data quality practices such as deduplication, validation rules, data standards, and master data management.
• Advanced Excel skills (lookups, pivot tables, data cleansing) and experience with bulk data import and export tools.
• Exceptional attention to detail and a strong sense of ownership for data accuracy.
• Clear communication skills, with the ability to explain data standards to non-technical users and hold teams accountable to them diplomatically.
• Ability to manage multiple requests and shift priorities in a fast-paced environment.

Preferred

• Microsoft certification such as Dynamics 365 Fundamentals (CRM) (MB-910).
• Experience with Power Automate and Power BI.
• Experience with HubSpot, particularly its integration with Microsoft Dynamics.
• Experience in a B2B organization with both Direct and Channel (dealer/reseller) sales models; office technology or manufacturing industry experience is a plus.
• Familiarity with Agile/Scrum practices and Jira.

The typical pay range for this role is $82,000 -$103,000. This pay range represents the base hourly rate or base annual full-time salary for all positions in the job grade within which this position falls. The actual base salary offer will depend on a variety of factors including experience, education, geography, and other relevant factors. This position may include a discretionary bonus based on performance.

Other Considerations

The Corporate Marketing Group operates within an Agile framework, utilizing Scrum methodology for effective planning. The team orchestrates its activities in sprints spanning three weeks, meticulously tracking progress and tasks through Jira. With multiple teams running concurrent sprints, the organization engages in regular ceremonies to maintain alignment and momentum. Familiarity with Agile and Scrum methodologies is a plus. In this role, you will take part in sprint planning and ceremonies, managing CRM data and administration requests through Jira so the team consistently delivers high-quality outcomes with efficiency and clarity.

Note

This is a general description of the duties and responsibilities most frequently required of this position. The company may from time-to-time request that the incumbent perform other related tasks and assume reasonable responsibilities that have not been specifically included in this description.

Kyocera Document Solutions America, Inc is a group company of Kyocera Document Solutions Inc., a global leading provider of total document solutions based in Osaka, Japan. The company’s portfolio includes reliable and eco-friendly MFPs and printers, as well as business applications and consultative services which enable customers to optimize and manage their document workflow, reaching new heights of efficiency. With professional expertise and a culture of empathetic partnership, the objective of the company is to help organizations put knowledge to work to drive change. Kyocera is looking for enthusiastic and innovative people to help our customers run their businesses more efficiently and more profitably. We offer a generous benefits package including medical, dental and vision plans, a 401k match, flexible spending, disability and life insurance, plus paid time off and holidays.

KYOCERA Document Solutions America, Inc. is an Equal Opportunity Employer, a VEVRRA Federal Contractor, and complies with all applicable federal, state, and local laws regarding nondiscrimination. Kyocera provides equal employment opportunities to all employees and applicants for employment without regard to race, color, national origin, religion, creed, disability, age, sex, sexual orientation, gender identity, protected veteran status, marital status, or familial status.