IT By Design is hiring a HubSpot Administrator to own the day-to-day operations, maintenance, and evolution of our HubSpot CRM ecosystem following a major data architecture redesign. This is a strategic revenue operations role. You will be the internal expert responsible for keeping a sophisticated, custom-built HubSpot environment running cleanly, accurately, and in support of our sales, customer success, finance, and leadership teams.
You'll work closely with our leadership to translate business needs into HubSpot configuration changes, maintain data integrity across pipelines, and build out reporting that drives real decisions.
Key Responsibilities & Qualifications:
What You'll Own:
Pipeline & Deal Management:
- Maintain and evolve six deal pipelines: Core Services, AI Products, Event Registration & Sponsorship, CX Account Management, CX Renewals, and Self-Managed/LOI.
- Manage pipeline stage logic, required field enforcement, and deal routing rules.
- Administer deal properties, custom fields, and lifecycle stage transitions.
Custom Object Administration:
- Maintain five custom objects: Commission, Service Credit, Resource Directory, Event Attendance, and Resource Rate History.
- Build and update associations between custom objects, deals, contacts, and companies.
- Troubleshoot broken associations and data integrity issues across object relationships.
Workflow & Automation:
- Build, modify, and monitor HubSpot workflows — including commission triggers, renewal automation, CX deal creation from form submissions, lead disqualification cadences, and payment date calculations.
- Maintain the 25th cutoff commission payment workflow logic.
- Support event-driven automation tied to Resource Placement Status updates and QuickBooks sync triggers.
Commission & Revenue Reporting:
- Maintain Commission custom object records and the reporting infrastructure that supports commission payout tracking, quota attainment, and accelerator tier calculations.
- Build and maintain dashboards for: pipeline health, rep activity, event registration progress, commission summaries, CX renewal tracking, and customer health.
- Support Finance in month-end commission reconciliation workflows.
Data Hygiene & Integrity:
- Conduct ongoing audits of deal, contact, and company records for completeness and accuracy.
- Manage deduplication, field standardization, and lifecycle stage accuracy.
- Enforce data entry standards across the sales and CS teams through required fields, validation rules, and training.
- Support periodic migration tasks (e.g., closing out legacy pipeline stages, cleaning imported records).
Integrations:
- Administer and monitor the QuickBooks → HubSpot one-way sync (MRR source of truth).
- Support the Halo PSA → HubSpot one-way sync for Resource Directory population.
- Manage the Cvent → HubSpot integration for event registrations.
- Troubleshoot sync failures and field mapping issues across all connected systems.
Lead & Customer Scoring:
- Maintain MQL scoring model (rules-based; 50-point threshold with decay logic).
- Maintain Customer Health Score composite model (Open Tickets, Revenue Trend, Renewal Proximity, Service Credits, Engagement Score).
- Maintain Engagement Score model for customer contacts.
- Update scoring thresholds and weights as business rules evolve.
User Management & Governance:
- Manage HubSpot user permissions, team assignments, and role-based access (including salary data field restrictions).
- Onboard new users and maintain naming conventions (e.g., distinguishing reps with identical first names).
- Document all configuration changes in the system change log.
Required Skills & Experience:
HubSpot-Specific (Non-Negotiable):
- 5+ years of hands-on HubSpot administration on Sales Hub Professional or Enterprise.
- Demonstrated experience building and managing custom objects and complex object associations.
- Advanced workflow builder experience: multi-branch logic, enrollment triggers, calculated fields, delay windows, and webhook actions.
- Experience with deal pipeline architecture — building multi-stage pipelines with custom properties, required fields, and stage-based automation.
- Proficiency in HubSpot's report builder and dashboard tools, including custom report creation using cross-object data.
- Experience administering Marketing Hub (lead scoring, forms, email workflows, event/campaign tracking).
- Familiarity with HubSpot's native integrations marketplace and managing third-party app connections.
Revenue Operations:
- Understanding of B2B SaaS or managed services revenue models (MRR, ARR, TCV, OTR).
- Ability to translate commission plan logic into HubSpot workflow automation — including tiered rates, quota thresholds, clawback windows, and split commission scenarios.
- Experience supporting Finance and Sales leadership with pipeline reporting and commission reconciliation.
- Comfort working with quota attainment models, accelerator tiers, and OTR vs. MRR distinction.
Data & Systems:
- Strong data hygiene instincts — you notice when something looks wrong before anyone tells you
- Experience with CRM data migrations, record cleanup, and de-duplication
- Familiarity with QuickBooks or similar accounting system integrations as a data source of truth
- Able to read and interpret field mapping documentation and integration sync logs
- Basic understanding of API concepts and webhook payloads (you don't need to write code, but you need to know when to escalate to someone who does)
Soft Skills:
- Extremely detail-oriented — this environment has 15+ product types, split commission scenarios, and staggered billing logic.
- Comfortable working across Finance, Sales, and Customer Success stakeholders with competing priorities.
- Proactive communicator who documents changes and flags downstream impacts before making them.
- Self-directed learner who stays current on HubSpot product releases and feature changes.
Nice to Have:
- Experience with Halo PSA or similar professional services automation platforms.
- Familiarity with Cvent or other event management platforms.
- Prior experience in an MSP (managed service provider) or IT staffing environment.
- HubSpot certifications (HubSpot CRM, Sales Hub, Marketing Hub, Revenue Operations).
- Experience with predictive lead scoring (Marketing Hub Enterprise feature).
What Success Looks Like in Year One:
- Zero commission calculation errors attributable to HubSpot configuration.
- All six pipelines clean, active, and accurately reflecting real deal states.
- Finance closes month-end commission reports without manual spreadsheet reconciliation.
- Leadership dashboards reflect real-time pipeline and revenue data with no manual updates.
- Every new business rule or process change is live in HubSpot within an agreed SLA.
Our Culture and You:
What does the day in a life look like for the HubSpot Administrator – Revenue Operations You work each day in an environment that promotes a community of collaboration and engagement. You work closely with a passionate and positive leadership team that is invested in your success. There are no office politics and no competing agendas. We work hard and have fun while dreaming big.
Our employees have indicated that with IT By Design & Build IT, they find a home where their passion and career goals finally intersect for them to live a life full of purpose.
Why work with us – IT BY DESIGN
IT By Design is a leading provider of comprehensive IT solutions, specializing in managed services, cloud solutions, cybersecurity, and more. Headquartered in the US with global teams in the Philippines and India, we focus on innovation, collaboration, and customer-centricity. We are dedicated to empowering businesses with cutting-edge technology solutions. Creating a team of life-long learners and with an employee-first approach, we offer a dynamic and collaborative work atmosphere which fosters a big, small company feel. We place emphasis
on building meaningful relationships leading to a people/community-focused environment. And through our dedication to our clients, there is a huge value in adding to others lives.
Our Core Values
- Humility: We approach every interaction with openness and respect, valuing the perspectives of others.
- Accountability: We take ownership of our actions and outcomes, ensuring reliability and trustworthiness in all that we do.
- Positivity: We maintain an optimistic and enthusiastic attitude, inspiring others and fostering a supportive work environment.
- Passion: We are deeply committed to our work, driven by a genuine enthusiasm for making a difference and delivering exceptional results.
- Your community: We prioritize the well-being and success of our community, contributing positively to the lives of those around us.
