HubSpot Systems Administrator

Apartment Life is seeking a HubSpot Systems Administrator to build and maintain efficient, scalable, and sustainable technology systems. This role manages and enhances our HubSpot environment, integrations, and automations in support of our mission of building community and transforming lives in apartment communities nationwide. 

The Tech Systems team is small and fully remote. The work is cross-functional and directly supports the staff who serve our communities. The role is roughly two-thirds operational throughput and one-third build. A high volume of small items moves through this seat daily, alongside project work. It suits someone who values a clean queue, reliable data, and a well-maintained portal. 

HubSpot experience is preferred, or experience with a comparable CRM or business systems platform. 

IMPORTANT DETAILS

• This position is full time (40 hours) position. 
• Meticulous attention to detail, strong troubleshooting instincts, and the tenacity to follow a problem through to its cause. 
• Excellent documentation and communication skills. 
• Self-motivated, self-disciplined, high ownership, and flexible. Suited to a small, fully remote team. 
• A systems thinker who understands how data, tools, and people connect, with the ability to read documentation and work through unfamiliar systems. 
• 3+ years with HubSpot, or comparable experience administering a similar CRM or business systems platform. 
• Hands-on experience configuring a CRM platform: users and teams, permissions, record layouts and views, pipelines and stages, properties, and custom objects. 
• Experience with contact and company data management at scale: merges, associations, deduplication, imports, and cleanup. 
• Working knowledge of SQL and relational databases, with the ability to trace data across connected systems. 
• Working knowledge of APIs, webhooks, JSON, and authentication methods. 
• Solid understanding of dashboards, reporting, and data structures. 
• Bachelor's degree or equivalent practical experience. 

RESPONSIBILITIES

1. Helpdesk Excellence 
   Address HubSpot and other helpdesk requests promptly and professionally. Every member of the Tech Systems team carries a share of helpdesk coverage, which allows a small team to absorb PTO and unplanned leave. This seat also keeps system-generated work moving: program drops and backfills, go-live verifications, fell-throughs, program conversions, and scheduled record checks. 
2. Develop & Enhance HubSpot Features, Workflows, and Integrations 
   Build, test, and deploy features, automations, and system improvements across HubSpot and its connected systems, as prioritized by the VP of Tech Systems. This includes custom-coded workflow actions, which run on Node.js. Manage native and API-based integrations with platforms such as Mapsly, Greenhouse, Qwilr, SyncMatters, and Plant an App. Test in sandboxes before going live, and build reports and dashboards that turn data into insight. 
3. Maintain System Stability and Data Integrity 
   Keep systems reliable and secure through regular updates, patches, and data syncs. Trace and resolve sync issues between HubSpot and connected systems. Run and improve the recurring audits that catch bad data before it reaches the teams: duplicates, missing or invalid values, orphaned associations, and reporting gaps. Document solutions to strengthen the team's knowledge base. 
4. HubSpot Platform Administration 
   Own day-to-day configuration of our HubSpot environment: users, teams, seats, and permissions; record layouts and views; pipelines and stages; properties and property groups; contact and company management including merges, associations, and duplicates; and imports and data cleanup. Make deliberate, documented changes that keep the portal coherent as the organization changes, and handle HubSpot onboarding, offboarding, and ownership transfers. 
5. Collaborate with Tech Leadership and the Team 
   Partner with the VP of Tech Systems to clarify requirements, assess feasibility, and align priorities with organizational strategy. Partner with our team and support reps on HubSpot's AI capabilities, including Breeze agents, to bring an organization-wide AI approach. Matrix, our platform built on Plant an App, has a primary administrator on the team; this role builds enough familiarity with it to provide coverage during PTO. System knowledge at Apartment Life is concentrated in a few people, so this role learns deeply and documents thoroughly. Cross-training is a standing expectation on this team. 

SUCCESS FACTORS 

• HubSpot and its connected integrations operate smoothly and reliably.
• The organization fully leverages HubSpot’s functionality for marketing, operations, and data management.
• Work is owned from intake through resolution and kept visible to the team in Asana. 
• Communication is warm, proactive, and timely: same day when possible, within one business day as the standard.