CRM Support Specialist (Virtual Assistant)

We are looking for a CRM Support Specialist to join our growing team and help support, maintain, and improve our HubSpot CRM environment. HubSpot is a central part of our sales and operational ecosystem, and this role will work closely with our CRM Administrator to ensure the system remains reliable, organized, and scalable as our organization continues to grow. This is a hands-on role that combines HubSpot administration, user support, troubleshooting, data management, automation, and process improvement. We’re looking for someone who can not only complete assigned tasks, but also think critically, identify problems, research solutions, and help us build better processes over time.

Maintain accurate, consistent, and clean CRM data through regular data hygiene and maintenance

Perform data imports, exports, cleanup, deduplication, and validation

Assist with data migrations and onboarding new brands or teams into our CRM ecosystem

Create and maintain HubSpot properties and other CRM configurations

Identify and resolve data issues, including duplicate records and integration-related discrepancies

Serve as a first point of contact for HubSpot and CRM-related questions and issues

Assist with onboarding and offboarding users

Help manage user access, teams, permissions, and other account settings

Provide basic training and guidance to users

Create helpful documentation and quick-reference materials when needed

Troubleshoot issues and escalate more complex problems when appropriate

Build, maintain, and troubleshoot HubSpot workflows and automations

Help identify opportunities to automate repetitive or inefficient processes

Troubleshoot workflow triggers, enrollment issues, delays, and unexpected behavior

Support the development of scalable CRM processes as business needs evolve

Manage and respond to CRM-related requests through our help desk/ticketing system

Troubleshoot contact, company, deal, pipeline, and ticket-related issues

Investigate recurring problems and work toward permanent solutions rather than simply resolving individual issues

Work with HubSpot Support or other vendors when additional technical assistance is required

Assist with the support and maintenance of tools connected to HubSpot, including platforms such as Dialpad and Salesmsg

Monitor and troubleshoot integration and synchronization issues

Assist with the configuration and maintenance of other connected business applications as needed

Assist with HubSpot dashboards, reports, and data analysis

Identify data gaps, recurring issues, and process inefficiencies

Help recommend and implement improvements to CRM processes

Look for opportunities to make our systems more efficient, consistent, and scalable

Create and maintain standard operating procedures and internal documentation

Document CRM configurations, workflows, processes, and troubleshooting steps

Help build a knowledge base that allows users and team members to resolve common issues more efficiently

The right person will become a trusted extension of our CRM team.

Success in this role means being able to take a problem, understand what the user or business is trying to accomplish, investigate the issue, and either solve it or identify the appropriate path forward.

We want someone who doesn’t simply ask, “What do you want me to do?” , but can also ask, “What are we ultimately trying to accomplish, and is there a better way to do it?”

As our organization grows, this person will play an important role in helping us build a strong CRM foundation that can scale with the business.

Hands-on experience with HubSpot CRM , particularly Sales Hub and/or Service Hub

Experience creating, maintaining, and troubleshooting HubSpot workflows and automations

Strong attention to detail and commitment to data accuracy

Strong problem-solving and critical-thinking skills

Ability to independently research and troubleshoot unfamiliar issues

Excellent written and verbal communication skills

Ability to explain technical concepts to users with varying levels of technical experience

Experience supporting, training, or onboarding users on a CRM or business application

Comfortable working with Excel and/or Google Sheets , particularly for data cleanup, imports, and exports

Comfortable using AI tools to assist with research, troubleshooting, documentation, and productivity

Ability to manage multiple requests and prioritize effectively

A willingness to learn and take ownership of new responsibilities

Real estate industry or real estate CRM experience

Experience with Dialpad, Salesmsg, or similar communication platforms

Experience with Zapier, Make, or other integration platforms

Experience with CRM migrations, acquisitions, or organizational restructures

Experience creating dashboards and reports

Experience developing SOPs and internal documentation

Familiarity with CRM data governance and permission structures

Competitive starting pay

Fully remote work

Opportunity to grow with a rapidly expanding organization

Opportunities for leadership development and advancement

Knowledgeable, supportive, and accessible leadership

A collaborative team environment

The opportunity to have a meaningful impact on the systems and processes that support a growing organization

A team that values its people, encourages development, and knows how to have fun along the way