HubSpot Systems Administrator

Apartment Life

6d•Remote

About The Position

Apartment Life is seeking a HubSpot Systems Administrator to build and maintain efficient, scalable, and sustainable technology systems. This role manages and enhances the organization’s HubSpot environment, integrations, and automations in support of its 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 staff serving apartment communities. The role is roughly two-thirds operational throughput and one-third build, with a high volume of small daily requests 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. The administrator handles helpdesk requests, system-generated work, HubSpot configuration, integrations, automations, reporting, data integrity, documentation, and cross-training. The role partners with the VP of Tech Systems to clarify requirements and prioritize work, and collaborates with staff and support representatives on HubSpot AI capabilities. Work is owned from intake through resolution and kept visible to the team in Asana; communication is expected to be warm, proactive, and timely.

Requirements

At least 3 years of HubSpot experience, or comparable experience administering a similar CRM or business systems platform.
Hands-on experience configuring a CRM platform, including users and teams, permissions, record layouts and views, pipelines and stages, properties, and custom objects.
Experience managing contact and company data at scale, including 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.
Meticulous attention to detail, strong troubleshooting instincts, and persistence in tracing problems to their causes.
Excellent documentation and communication skills.
Self-motivation, self-discipline, high ownership, and flexibility suitable for a small, fully remote team.
Systems thinking and the ability to understand how data, tools, and people connect, read documentation, and work through unfamiliar systems.
Bachelor’s degree or equivalent practical experience.

Nice To Haves

HubSpot experience is preferred; experience with a comparable CRM or business systems platform is also relevant.
Experience with HubSpot custom-coded workflow actions running on Node.js.
Experience with native and API-based integrations, including platforms such as Mapsly, Greenhouse, Qwilr, SyncMatters, and Plant an App.
Familiarity with Matrix, a platform built on Plant an App.
Familiarity with HubSpot AI capabilities, including Breeze agents.

Responsibilities

Address HubSpot and other helpdesk requests promptly and professionally, sharing helpdesk coverage with the Tech Systems team.
Keep system-generated work moving, including program drops and backfills, go-live verifications, fell-throughs, program conversions, and scheduled record checks.
Build, test, and deploy features, automations, and system improvements across HubSpot and connected systems as prioritized by the VP of Tech Systems.
Develop custom-coded workflow actions using Node.js.
Manage native and API-based integrations with platforms such as Mapsly, Greenhouse, Qwilr, SyncMatters, and Plant an App.
Test changes in sandboxes before deploying them to production, and build reports and dashboards that turn data into insight.
Maintain system reliability and security through regular updates, patches, and data syncs.
Trace and resolve synchronization issues between HubSpot and connected systems.
Run and improve recurring audits for duplicates, missing or invalid values, orphaned associations, and reporting gaps.
Document solutions and system knowledge to strengthen the team’s knowledge base.
Administer HubSpot configuration, including users, teams, seats, permissions, record layouts and views, pipelines and stages, properties and property groups, contact and company management, merges, associations, duplicates, imports, and data cleanup.
Make deliberate, documented changes that keep the HubSpot portal coherent as the organization changes.
Handle HubSpot onboarding, offboarding, and ownership transfers.
Partner with the VP of Tech Systems to clarify requirements, assess feasibility, and align priorities with organizational strategy.
Partner with the team and support representatives on HubSpot AI capabilities, including Breeze agents, to support an organization-wide AI approach.
Build enough familiarity with Matrix, the organization’s Plant an App-based platform, to provide coverage during the primary administrator’s PTO.
Learn system knowledge deeply, document thoroughly, and participate in cross-training.
Own work from intake through resolution and keep it visible to the team in Asana.
Communicate warmly, proactively, and in a timely manner—same day when possible and within one business day as the standard.