Business Systems Administrator

About the Company:
Our client is a dynamic and growing marketing agency known for our creativity, collaboration, and results-driven approach. As we continue to expand, we're investing in our core systems to strengthen efficiency, empower our team, and scale smarter.
This is a new and foundational role for a true systems expert to make a major impact on our agency's growth and performance. You'll be the single source of truth and dedicated owner of the core platforms that power our operations — HubSpot, Microsoft 365, , and Employment Hero.
If you're a hands-on problem solver who loves optimising workflows, driving automation, and empowering teams with technology that just works — this is your opportunity to make a lasting impact.
About the Role:

As Business Systems Administrator, your core purpose is to own and optimise the systems and platforms that empower our team, drive agency efficiency, improve the client experience, and enhance our marketing efforts. You'll architect and improve the technology stack that supports our business operations, data-driven decisions, and future growth.

Approximate Time Allocation of Support:

· %: HubSpot – Platform administration, workflow automation, reporting, pipeline management

· %: Microsoft 365 – User support, environment management, security, onboarding/offboarding

· %: Xero – Finance systems support, integration, user management

· %: Employment Hero – HRIS/payroll platform administration, onboarding/offboarding, employee support

· %: General business system administration and support – Integrations, documentation, solution research, business process automation, optimisation, and future-proofing

Key Responsibilities:

• Own and manage the complete lifecycle of our core business platforms, ensuring they are optimised for security, productivity, and user satisfaction.
• Interpret business requirements and translate them into effective technology solutions that align with agency goals and user needs.
• Stay up-to-date with the latest technology and AI innovations in marketing, media, and business systems; proactively identify and recommend new tools, automations, or efficiencies that support agency growth.
• Translate emerging technology trends into practical, commercial recommendations and use cases for the client.
• Champion continuous improvement by regularly reviewing current systems, processes, and integrations, and making recommendations for optimisation and automation.
• Lead the rollout and adoption of new systems or features, including documentation and team training to ensure smooth transitions and strong user uptake.
• Build and maintain a knowledge base of systems, integrations, and workflows to empower self-service and knowledge sharing across the team.
• Act as the first point of contact for all internal M365 IT support, resolving issues with Outlook, Teams, user credentials, and browser conflicts.
• Manage user accounts, permissions, and security settings across the M365 environment, ensuring a secure and efficient setup.
• Proactively identify and recommend underutilised M365 features (e.g., Teams AI, CoPilot) and build a simple SharePoint intranet to improve team productivity and satisfaction.
• Manage our environment, ensuring seamless integration with HubSpot for tracking client campaigns and projects.
• Manage the technical aspects of Employment Hero, supporting user management for employee onboarding, offboarding, and leave processes.
• Support integrations, documentation, solution research, business process automation, and optimisation to keep our operations scalable and future ready.
• Conduct a full audit of the current HubSpot CMS website, implementing necessary SEO, UX, and conversion rate optimisations to increase organic traffic and lead generation.
• Build and maintain a suite of dashboards for team members and senior leadership, tracking key business metrics like Client Acquisition Cost (CAC), Customer Lifetime Value (CLV), conversion rates, and ROI.

HubSpot Platform Ownership & Optimisation

• Full-Funnel Implementation: Own the end-to-end setup and optimisation of our HubSpot environment, implementing detailed requirements across Marketing, Sales, Service, and Content Hubs.
• Sales & Client Pipeline Management: Configure and manage deal pipelines, client onboarding tickets, and automated workflows to improve sales velocity, client retention, and team efficiency.
• Marketing Automation & Lead Management: Develop and manage sophisticated workflows for lead generation, MQL/Hot Lead routing, lead scoring, and automated nurturing campaigns to generate marketing leads and improve operational efficiency.
• Website & CMS Management: Conduct a full audit of the current HubSpot CMS website, implementing necessary SEO, UX, and conversion rate optimisations to increase organic traffic and lead generation.
• Reporting & Dashboards: Build and maintain a suite of dashboards for team members and senior leadership, tracking key business metrics like Client Acquisition Cost (CAC), Customer Lifetime Value (CLV), conversion rates, and ROI.

M365 Administration, User Support & Issue Resolution

• Act as the first point of contact for all internal M365 IT support, resolving recurring issues with Outlook, Teams, user credential prompts, and browser conflicts.
• Manage user accounts, permissions, and security settings across the M365 environment, ensuring a secure and efficient setup.
• Proactively identify and recommend underutilised M365 features (e.g., Teams AI, CoPilot) and build a simple SharePoint intranet to improve team productivity and satisfaction.
• Manage the IT components of employee onboarding and offboarding using a user-friendly ticketing system, including access to company resources.

Agency Operations, Process Management Platforms & General Platform Support

• Administration: Manage our environment, ensuring seamless integration with HubSpot for tracking client campaigns and projects.
• Employment Hero Administration: Manage the technical aspects of Employment Hero, supporting user management for employee onboarding, offboarding, and leave processes.
• General Platform Support: Provide guidance and support for other core platforms (e.g., Xero), ensuring integrations, documentation, and processes are optimised for efficiency and scalability.
• Process Improvement: Champion continuous improvement by regularly reviewing systems and processes, identifying opportunities for automation and optimisation, and leading change management for new technology rollouts.
• Documentation & Training: Build and maintain a knowledge base of systems, integrations, and workflows, and deliver training to empower self-service and knowledge sharing across the team.

Requirements:

·       Degree-qualified in Information Systems, Business Administration, Computer Science, or a related field (highly regarded).

· years' experience in business systems administration, IT support, or operations roles, ideally within marketing, media, or professional services.

·       Strong hands-on experience with HubSpot (Marketing, Sales, and CMS Hubs), Microsoft 365, and project management platforms preferred).

·       Experience administering Xero or similar accounting/payroll systems.

·       Experience supporting HRIS/payroll platforms, with specific experience in Employment Hero highly desirable.

·       Reporting/analytics and dashboard creation skills.

·       Strong ability to interpret business needs and design or recommend fit-for-purpose technology solutions.

·       Passionate about technology, optimisation, and continuous improvement—always looking for smarter, faster, and better ways to work.

·       Proactive in identifying and recommending new solutions to business challenges.

·       Comfortable with change management and supporting colleagues through tech adoption.

·       Excellent documentation and training skills.

·       Collaborative and highly responsive, with excellent communication and stakeholder management skills.

·       Highly organised, detail-oriented, and proactive—able to manage multiple priorities in a small team.

·       Clear, confident communicator; able to explain technical concepts to nontechnical colleagues, focusing on commercial outcomes.

·       Always maintains confidentiality and professionalism.

·       A growth mindset is a must.

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