CRM and Data Administrator

Xterra Health

1d • $78,000 - $85,000

About The Position

Xterra Health is a veteran-focused medical consulting firm that provides nexus letters and disability benefits questionnaires through a network of W-2 and 1099 medical providers. The CRM and Data Administrator owns day-to-day administration of GoHighLevel, the organization’s CRM and scheduling platform, and the quality of the data it contains. The role establishes, communicates, and enforces data standards; keeps records accurate and access controlled; and documents procedures. Workflow and dashboard design belong to Business Intelligence, while technical buildout and integrations belong to the Software team.

The position combines hands-on CRM administration with sound judgment about data and access, including the ability to decline requests and explain the reason. It supports growing veteran and provider volumes while addressing duplicate records, inconsistent field use, and access practices that have developed organically.

Requirements

• At least 3 years administering a CRM platform such as GoHighLevel, HubSpot, or Salesforce, including hands-on work with users, permissions, pipelines, and data cleanup.
• Demonstrated experience with imports, deduplication, merges, and bulk record updates on live data.
• Strong Excel skills, including lookups, pivot tables, and comparing large lists.
• Ability to write clear standards and procedures that others follow.
• Comfort working with sensitive personal information and enforcing role-based access.
• Clear written and verbal communication, including the ability to decline an access or data request and explain why.

Nice To Haves

• Direct experience with GoHighLevel, including Twilio or similar telephony integrations.
• Experience in healthcare, telehealth, or another HIPAA-regulated environment.
• Familiarity with Microsoft 365, SharePoint, or Power BI.
• Experience supporting a CRM migration or platform consolidation.
• HighLevel Certified Admin credential.
• Military service or a meaningful connection to the veteran community.

Responsibilities

• Own GoHighLevel data quality standards, including required fields, naming conventions, tag structure, pipeline stages, and field definitions.
• Conduct recurring audits for duplicate, incomplete, and stale records, correcting issues or routing them to record owners.
• Manage imports, exports, merges, and bulk updates, with documented checks before and after each operation.
• Maintain a data dictionary defining each field in use, its owner, and how it is populated.
• Administer users, roles, permissions, and sub-account settings in accordance with the Access Restriction policy.
• Complete requested onboarding and offboarding access changes on the same day they are requested.
• Review user access on a set schedule and report exceptions to the VP of Operations.
• Flag requests that would grant users access to veteran health information beyond their roles.
• Manage intake for data requests, record corrections, and field or tag change requests from team leads, using a clear turnaround standard.
• Prepare lists and data extracts for operations, claims, and provider teams, confirming the requested logic before delivery.
• Answer day-to-day CRM usage questions from call center and operations teams and document recurring questions.
• Coordinate with the Director of Business Intelligence to keep dashboard data clean and ensure field changes do not break reporting.
• Coordinate with the Software team on migrations and integrations, including data mapping, test records, and post-cutover validation.
• Raise system issues with the appropriate technical owner and provide actionable detail.
• Write and maintain SOPs for data entry standards, access changes, imports, and data requests.
• Keep documentation current as the system changes and assign an owner to every document.

Benefits

• Medical, dental, and vision coverage; eligibility begins the first of the month following 30 days, with Xterra Health covering 75% of employee premiums.
• Unlimited PTO.
• 10 paid company holidays.
• 401(k) with 100% employer match up to 4% of eligible compensation, immediate vesting, and enrollment the first of the month following 90 days.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed