The HubSpot Administrator provides the technical foundation for lead generation, qualification, nurturing, sales follow-up, and revenue reporting. Working closely with Marketing, Sales, and RevOps, the administrator will translate business requirements into reliable workflows, integrations, and reporting that support pipeline growth. We need a hands-on HubSpot expert who can independently build solutions, troubleshoot problems, validate results, and recommend improvements.

Required Qualifications 

• At least five years of hands-on HubSpot administration experience in a B2B organization. 

• Demonstrated expertise in HubSpot Marketing Hub and working knowledge of Sales Hub. 

• Experience building complex workflows, lifecycle processes, lead scoring, segmentation, and routing. 

• Hands-on experience troubleshooting HubSpot–Salesforce integrations and synchronization issues. 

• Strong skills in dashboards, reporting, campaign tracking, attribution, and data quality. 

• Ability to translate business requirements into tested, documented solutions. 

• Strong troubleshooting, prioritization, and communication skills. 

• Ability to work independently and manage multiple ongoing operational requests. 

Preferred Qualifications 

• Experience supporting B2B SaaS organizations with complex sales cycles. 

• Experience with account-based marketing and multiple decision makers. 

• Relevant HubSpot certifications. 

• Familiarity with Google Analytics, WordPress, tracking parameters, and integration tools. 

• Experience with APIs, webhooks, or custom automation. 

Success Measures 

• Accurate and timely lead assignment and sales handoffs. 

• Reliable workflows and reduced recurring synchronization errors. 

• Complete, consistent lifecycle and campaign data. 

• Trusted dashboards with documented metric definitions. 

• Timely delivery of campaign setup and administration requests. 

• Reduced manual work and clearer visibility into funnel performance. 

Targets will be established using an initial baseline and agreed service expectations. MQLto-SQL conversion, pipeline creation, and revenue influence will be shared outcomes with Marketing and Sales.

Core Responsibilities 

1. Platform Administration and Ownership 

• Serve as the primary administrator and technical expert for HubSpot. 

• Manage user access, permissions, properties, settings, and platform configuration. 

• Maintain documentation of workflows, integrations, data definitions, and system changes. 

• Manage a prioritized request backlog with clear delivery dates and status updates. 

• Test changes before releasing and monitoring their impact after implementation. 

• Recommend improvements to platform functionality, adoption, and efficiency. 

2. Lead Management and Lifecycle Operations 

• Implement Marketing and Sales definitions for leads, marketing-qualified leads (MQLs), sales-qualified leads (SQLs), and lifecycle stages. 

• Configure lead scoring, segmentation, ownership assignments, routing, and handoff notifications. 

• Build processes for nurturing, recycling, disqualification, and reactivation. 

• Track stage progression and identify leads that are unassigned, stalled, or missing required information. 

• Validate that leads captured through website forms, campaigns, events, and other sources enter the correct processes.

3. Workflows, Automations, and Sequences 

• Build and maintain workflows for qualification, routing, nurture, follow-up, lifecycle updates, and internal notifications. 

• Configure the technical setup for Sales sequences in partnership with Sales leadership. 

• Define and test enrollment criteria, exclusions, branching logic, re-enrollment, and exit conditions. 

• Prevent conflicting automations, duplicate outreach, and unintended property changes. 

• Monitor workflow performance, investigate failures, and document corrective actions. 

• Ensure automation follows approved consent, subscription, and suppression rules. 

4. Salesforce Integration and Data Quality 

• Partner with RevOps and the Salesforce administrator to maintain reliable HubSpot–Salesforce synchronization. 

• Manage HubSpot-side field mappings, synchronization rules, and integration settings. 

• Diagnose synchronization errors and coordinate resolution of Salesforce-side issues. 

• Maintain data quality through deduplication, standardization, validation, and controlled imports. 

• Ensure lifecycle, ownership, source, and campaign data align with agreed system definitions. 

• Validate fixes across affected records and processes rather than closing issues based on a single successful example. 

5. Campaign and Lead Generation Support 

• Configure forms, landing pages, lists, tracking parameters, and campaign associations. 

• Build audience segments by account, persona, lifecycle stage, product interest, and engagement. 

• Support targeted nurture and account-based marketing programs.

• Validate campaign setup from initial engagement through lead capture, routing, and reporting. 

• Partner with the website owner to ensure forms, tracking, and data collection function correctly. 

• Support email operations, including subscription settings, suppression lists, and technical quality assurance.

6. Reporting, Attribution, and Analysis 

• Build and maintain dashboards for Marketing leadership, the CRO, and operational teams. 

• Report on traffic, lead capture, sources, campaigns, MQLs, SQLs, conversion rates, stage aging, and handoff performance. 

• Connect marketing activities to opportunities, pipeline, and revenue using available data and agreed attribution methods. 

• Establish consistent metric definitions, date filters, and reporting logic. 

• Reconcile reporting discrepancies with RevOps and identify data limitations. 

• Provide actionable findings that help leadership refine campaigns, investment, and team priorities. 

7. Monitoring, Documentation, and Team Enablement 

• Establish routine checks for routing, synchronization, automation, forms, and tracking. 

• Resolve issues promptly and communicate the cause, impact, correction, and validation. 

• Develop operating procedures and train users on approved HubSpot processes. 

• Maintain clear ownership and escalation paths across Marketing, Sales, RevOps, and website support. 

• Identify recurring manual work that can be reduced through reliable automation. 

Role Ownership and Working Relationships 

• HubSpot Administrator: Owns HubSpot configuration, technical implementation, testing, monitoring, documentation, and reporting accuracy. 

• Lead Generation Manager: Owns campaign strategy, audience priorities, nurture objectives, and lead generation performance. 

• Marketing and Sales leadership: Approve qualification criteria, handoff expectations, messaging, and business priorities.

• RevOps/Salesforce Administrator: Owns Salesforce administration and partners on integration, shared data definitions, and revenue reporting. 

• Website owner: Owns website development, maintenance, and performance; partners with the administrator on forms and tracking. 

The administrator supports pipeline creation and sales conversion through dependable systems and data. Campaign strategy, website development, and closing sales remain with their respective owners.