Sales Operations and HubSpot Specialist

About the Role:

We're looking for a Sales Operations & AI Specialist to lead the implementation, optimisation, and AI enablement of our HubSpot CRM and Go-To-Market (GTM) systems. You'll ensure clean data, live reporting, actionable dashboards, and measurable sales conversions, helping our sales, marketing, and client success teams operate efficiently and effectively.

Key Responsibilities:

Phase 1 – Discovery & Analysis

• Conduct a full audit of current GTM workflows, data structures, and reporting gaps (including GoHighLevel).
• Map sales, recruitment, and client success processes.
• Identify data redundancies, automation opportunities, and reporting inefficiencies.
• Recommend a scalable GTM system design with real-time visibility.

Phase 2 – HubSpot Implementation

• Lead HubSpot setup as the central CRM and source of truth.
• Migrate data from GoHighLevel, ensuring accuracy, deduplication, and integrity.
• Build foundational dashboards for sales, pipeline, and campaign tracking.
• Document automations, data fields, and reporting metrics.
• Audit lead generation processes and recommend improvements.

Phase 2.5 – Automation & System Enhancement

• Build, test, and deploy workflow automations across lead generation, nurturing, and client success.
• Integrate HubSpot with Firmable, Smartleads, Apollo, and other GTM tools.
• Partner with Marketing and Growth to automate campaign tracking and lead handovers.
• Launch and optimise GTM email campaigns for Australia and US markets.

Phase 3 – AI Enablement & Advanced Integration

• Implement AI tools for lead scoring, enrichment, and predictive analytics.
• Collaborate with Marketing to identify AI use cases for content, campaign optimisation, and reporting.
• Lead training and enablement for AI tools (e.g., Breeze, Clay, or equivalents).

Ongoing Responsibilities

• Maintain CRM hygiene and GTM data accuracy.
• Deliver live dashboards and weekly reporting summaries.
• Track conversions from email campaigns, calls, and automation workflows.
• Collaborate cross-functionally to maintain GTM alignment.
• Continuously identify areas for automation, AI integration, and process improvement.
• Support cross-department projects involving system optimisation, automation, and reporting improvements.

Key Performance Indicators (KPIs)

• Q1 2026: Complete system audit, implement HubSpot, migrate data, launch key automations, and provide live dashboards and campaign tracking.
• Q2 2026: Operationalise AI-driven workflows, improve sales efficiency, deliver weekly dashboards, and conduct AI enablement sessions.
• Ongoing: Maintain ≥95% CRM data accuracy, timely performance reporting, cross-department collaboration, and continuous system enhancements.

Strategic Impact:

• Ensures a single source of truth and clean GTM data.
• Delivers real-time visibility via dashboards and automated reporting.
• Increases sales conversions from campaigns and calls.
• Strengthens alignment across Sales, Marketing, and Client Success teams.

Requirements / Qualifications:

• Proven experience in Sales Operations and CRM implementation, ideally with HubSpot.
• Hands-on experience in data migration, automation, and workflow optimisation across sales, marketing, and client success processes.
• Strong skills in dashboard/report creation, KPI tracking, and campaign performance analysis.
• Experience integrating CRMs with GTM tools (e.g., Firmable, Smartleads, Apollo).
• Familiarity with AI tools for lead scoring, enrichment, and predictive analytics.
• Excellent cross-functional collaboration and communication skills.
• Strong data management and problem-solving skills, with a focus on process improvement and system optimisation.

Nice-to-Have:

• Multi-market campaign experience (Australia & US)
• Experience training teams on CRM or AI tools