CRM & Software Systems Manager

Legends Employer of Record; Wes-Kaap; Hybrid; ZAR 446,000 - 558,000; Full time

Benefits offered by this job

Bonus scheme

Medical aid

Vibrant culture

Coffee & snacks

Friday social drinks

Job summary

Legends Employer of Record in South Africa’s Wes-Kaap seeks a CRM & Software Systems Manager to own Close CRM, RecruiterFlow, and the broader system stack including Google Workspace and Slack.

You will lead the team, drive end-to-end administration, automation, data governance and analytics to boost sales efficiency and data integrity. This hybrid role involves 40 hours per week, with majority office presence, and reports to Head of Ops.

Qualifications

• CRM administration and architecture experience (Close CRM preferred).
• Strong automation and system integration skills.
• Experience with Google Workspace and Slack governance.
• Team leadership and enablement across sales, recruitment, and ops.
• Data governance, data hygiene, and security minded.

Responsibilities

• Close CRM strategy, pipeline architecture, and automated workflows.
• Data governance, enrichment, and KPI reporting across systems.
• Change management, training, and SOP implementation.
• Telephony/WhatsApp integration with CRM and omnichannel flows.
• Google Workspace, Slack, and platform governance.
• Advanced Slack workflows and multi-tool automation.

Skills

CRM expertise

Automation

Systems admin

Team leadership

Data governance

Attention to detail

Problem solving

Tools

Close CRM

RecruiterFlow

Google Workspace

Slack

3CX

Twilio

WhatsApp

LinkedIn Recruiter

Pnet

Careers24

Zapier

Job description

Job Title: CRM & Software Systems Manager

Employment type: Full-time

Reporting to: Head of Ops

Direct reports: Existing team of 3

Working Setup: 40 hours per week, hybrid (majority in office) Mondays to Fridays, 10:00 to 19:00

The Business:

This role sits within the operating arm of a global investment group. The Ops team and this role works across a portfolio of high-growth businesses operating across finance and workforce solutions.

The Role:

We are seeking an experienced CRM & Software Systems Manager to manage the team responsible for the CRM and software systems that power our group. In this role, you will own the end-to-end administration, optimisation, and strategy for Close CRM and RecruiterFlow alongside our broader business system suite (Google Workspace, Slack).

You won't just organise systems and execute workflows, you will drive sales and system efficiency, supporting the sales leaders with lead-routing intelligence, and ensuring data integrity across our CRM and ATS systems. The ideal candidate blends technical mastery of CRM (ideally with Close CRM experience) with holistic systems-thinking to maximise team productivity and company performance.

Key Responsibilities:

1. Close CRM Strategy & Pipeline Architecture

• End-to-End Ownership: Implement and continuously refine custom Close CRM pipelines, automated workflows, and Smart Views aligned with sales process and business growth goals.
• In-Funnel Lead Motion & Status Triggers: Build automated status-driven workflows in Close CRM and RecruiterFlow to move leads through the pipeline and trigger precise actions based on prospect activity and pipeline stage based on stage in the sales funnel. Collaborate directly with Marketing to ensure leads in active statuses receive timely, automated communications like newsletters and core business updates, ensuring no prospect goes unengaged or sits idle.
• Leadflow & Re-engagement Automation: Work with sales leadership to implement intelligent lead routing and automated re-engagement triggers for stale records to maintain high touchpoints across all funnel stages.
• Custom Integrations: Oversee Zapier/Make automations and custom API integrations connecting Close CRM to marketing lead inbound tools and applications.

2. Data Integrity, Governance & Analytics

• System Health & Governance: Establish clear data entry guidelines, deduplication protocols, and user permissions to maintain pristine database hygiene across Close CRM and RecruiterFlow.
• Data Enrichment & Completeness: Enforce strict data hygiene standards to ensure all records are fully enriched, verifying that custom fields, contact details, lead sources, introducers, tasks, active deals, and sales team assignments are 100% accurate and up-to-date across every system.
• Reporting & Revenue Intelligence: Build executive dashboards and pipeline performance reports tracking KPIs such as CAC, conversion rates, pipeline velocity, and marketing and sales team performance during various stages of the sales cycle.
• Compliance & Auditing: Conduct regular system audits to ensure data security, GDPR readiness, and compliance across communication channels.

3. Change Management & Enablement

• Team Training & Documentation: Drive maximum CRM/ATS adoption across Sales and Customer Success. Implement robust training schedules for teams based on the standard operating procedures (SOPs) and run hands-on training sessions to new starters and refresher training sessions when required.
• Cross-Functional Collaboration: Partner closely with leadership to translate business requirements into efficient technical infrastructure.
• Onboarding and Offboarding: Establish seamless onboarding and offboarding procedures for CRM and ATS system to keep system seats organized and secure.

4. Business Telephony & Messaging Infrastructure

• VOIP & Cloud Telephony Management: Administer and optimise enterprise telephony platforms (3CX, Twilio) to ensure high system uptime, dynamic call routing, IVR configurations, and seamless agent queue management.
• Telephony Dialer Strategy: Architect and implement an effective strategy for rotating in-system allocated numbers to ensure minimal spam reports.
• Omnichannel CRM Integration: Architect deep integrations connecting 3CX, Twilio, and WhatsApp into Close CRM, ensuring all inbound/outbound calls, SMS, WhatsApp conversations, and call recordings automatically log to the correct lead and contact records.
• WhatsApp Business Operations: Manage WhatsApp API setups, messaging templates, compliance rules, and automated broadcast workflows to support sales outreach and client communications.
• Telephony Performance & SLA Tracking: Monitor call health, agent call-logging compliance, drop rates, and communication response times, leveraging data to resolve connectivity issues and optimize overall sales team outreach efficiency.

5. Google Workspace & Platform User Governance

• Domain & Security Administration: Manage end-to-end domain settings, email security protocols, 2FA enforcement, and Single Sign-On (SSO) configurations across the operating companies.
• Shared Drive & Knowledge Architecture: Design, structure, and maintain corporate Google Drive hierarchies, access permissions, and document retention policies to ensure seamless cross-departmental collaboration and information security. Ensure that data in shared drives are hygienic and well structured.
• Enterprise Identity & User Lifecycle Management: Own onboarding, seat allocation, and immediate offboarding protocols across all core business platforms, including Google Workspace, Close CRM, RecruiterFlow, LinkedIn Recruiter, and key portals.
• Recruitment Platform & Job Board Administration: Oversee user access, seat licensing, account setup, and operational management for candidate sourcing tools and job boards (e.g., LinkedIn Recruiter, Pnet, Careers24), ensuring data security and cost-efficient license utilisation.

6. Advanced Slack Architecture & Workflow Automation

• Workflow & Automation Building: Build and maintain custom Slack Workflow Builder apps, webhooks, and bot integrations to automate recurring operational tasks, cross-departmental requests, and team updates.
• Real-Time Revenue Operations Alerts: Configure automated, trigger-based Slack notifications connecting Close CRM, RecruiterFlow, and marketing systems, alerting reps instantly to high-intent lead actions or closed deals.
• Channel Architecture & Governance: Establish a clean, scalable channel naming taxonomy, external guest access policies (Slack Connect), and automated archiving protocols to keep internal communications structured and friction-free.
• Cross-Tool Ecosystem Hub: Position Slack as the central internal communication hub by integrating key productivity software (Google Calendar/Drive, ticketing systems, phone platforms), reducing context-switching across teams.
• External Engagement Management: Work alongside our customer service teams, to create workflows that allow our customers and staff to have seamlessly integrated communications.

Qualifications & Core Requirements

• CRM Expertise: 6+ years of hands-on experience as an CRM administrator or architect. Ideally this is with Close CRM, but equivalent experience with HubSpot/Salesforce/similar will also be ok.
• Automation Mastery: Advanced proficiency with automation tools (Zapier etc) to build resilient, multi-step system workflows across disparate business platforms.
• Systems Administration: Proven track record managing Google Workspace and Slack.
• Team Leadership & Enablement: Proven capability (or strong aptitude) for managing, mentoring, and upskilling team members, fostering high-performance standards, driving user adoption, and designing training frameworks across sales, recruitment, and operations teams.
• Passion for Data & Administration: A genuine passion for database governance, systems architecture, and administrative rigor, taking pride in maintaining pristine data hygiene, seamless custom field setups, and frictionless operational workflows.
• Impeccable Attention to Detail: Meticulous standards for data cleanliness, process logic, system documentation, and user access security.
• Proactive Problem-Solving Mindset: Self-starter mentality with the ability to independently spot operational bottlenecks across business departments and engineer elegant, scalable technical solutions.

Bonus Qualifications:

• Knowledge of SQL, Python, or Webhook/REST API fundamentals for custom script building.
• Background working in fast-scaling B2B Tech, SaaS, or high-volume sales environments.
• Certification in business administration, systems security, IT governance, or RevOps frameworks.
• Experience managing cloud phone systems/VOIP software, recruitment platforms (LinkedIn Recruiter, Pnet, Careers24).

What We Offer

• Monthly base salary: R40,000.00 - R50,000.00 pm based on experience.

Incentives:

• Bonus Scheme: Quarterly performance-based bonus.
• Medical Aid: Medical aid allowance after qualification period
• Vibrant Culture: A dynamic workspace in the heart of Cape Town surrounded by inspiring startups and creatives.
• Perks: Unlimited high-quality coffee/tea, fruit, cereal and popcorn in the office, regular community networking events, and Friday social drinks.