Internal Systems & Support Coordinator
About The Position
The Internal Systems & Support Coordinator plays a critical role in maintaining, optimizing, and scaling the internal systems and tools that support our operations and dealership partners. This is a back-end, systems-focused role responsible for CRM administration (HubSpot), workflow automation, reporting, system configuration, onboarding IT support for all new accounts, and internal documentation. This role works cross-functionally with Operations, Account Management, and Sales to ensure internal systems function efficiently, data is accurate, workflows are automated, and all employees have the tools and insights needed to deliver exceptional service to automotive dealerships.
Requirements
- 1-3 years experience in systems administration, technical support, operations support, or CRM administration
- Hands-on experience with HubSpot, including backend workflows, dashboards, reports, and CRM configuration
- Familiarity with call tracking platforms, scheduling tools, or contact center technology preferred
- Strong problem-solving skills with high attention to detail
- Excellent written and verbal communication skills
- Highly organized, self-motivated, and able to manage priorities in a fully remote environment
- Comfortable working cross-functionally with Operations, Sales, and Account Management teams
Nice To Haves
- Dealership knowledge
Responsibilities
- Systems Administration & Technical Support
- Maintain and support backend systems including CRM, scheduling tools, and call tracking platforms
- Monitor system health, troubleshoot account or routing issues, and coordinate resolution across teams
- Support backend scheduling configurations for agents and dealership accounts
- Troubleshoot DID, routing, or account configuration issues within OmniStream or similar platforms
- Act as an internal point of contact for system-related questions and escalations
- HubSpot CRM Administration & Automation
- Serve as a primary administrator for HubSpot backend systems
- Build, maintain, and optimize HubSpot workflows and automations to support Operations and Sales
- Create and manage dashboards, reports, pipelines, properties, and custom fields
- Ensure CRM data accuracy, hygiene, and consistent structure across departments
- Support onboarding, training, and ongoing system adoption within HubSpot
- Collaborate with leadership to align HubSpot functionality with business goals and operational KPIs
- Onboarding & Account Configuration
- Set up new dealership accounts across internal systems
- Retrieve, document, and manage call tracking numbers (DIDs) as part of onboarding workflows
- Ensure all system entries follow established standards, best practices, and internal SOPs
- Coordinate with Sales, Account Management, and Operations during new client launches
- Reporting & Documentation
- Upload, analyze, and distribute daily, weekly, and monthly reports for Customers, Sales and Operations
- Assist in building internal performance dashboards and system usage reports
- Maintain and update internal documentation for systems, processes, and troubleshooting
- Track and document system changes, onboarding activities, and ongoing account maintenance
- Process Improvement & Cross-Functional Collaboration
- Partner with the Director of Operations and Senior Leadership to improve internal workflows and system efficiency
- Identify recurring issues or inefficiencies and recommend scalable solutions
- Assist with implementation of new tools, integrations, or system enhancements
- Support internal projects related to automation, reporting, and system optimization
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
