ZOHO CRM Specialist

Position: CRM Specialist - Zoho

Job Summary:

One of our clients based in Australia is seeking a highly skilled Zoho CRM Specialist (Virtual Assistant) to oversee the day-to-day management and technical execution of our Zoho One application. This is a full-time (38 hours per week), remote position based in the Philippines, reporting directly to the Director of Sales & Marketing. The Zoho CRM Specialist will ensure that all Zoho applications (CRM, Campaigns, Desk, Books, Creator, Analytics, Flow, etc.) are optimally configured, maintained, and utilized across the organization. You will play a critical role in building and automating business processes across multiple departments – including Marketing & Sales, NovaMED, and our Patient Concierge team – to drive efficiency and improve client experience. If you are self-motivated, technically adept in Zoho's ecosystem, and excel at working independently while communicating effectively, we would love to have you on our team.

Main Responsibilities:

• Zoho One Administration: Manage the day-to-day operations of the Zoho One suite (CRM, Campaigns, Desk, Books, Creator, Analytics, Flow) to ensure all systems run smoothly and meet business needs. This includes user management, configuration updates, and troubleshooting any issues across the applications
• Process Automation & Integration: Design, build, and maintain automated workflows and integrations across Zoho applications and other platforms. Leverage Zoho Flow, custom functions (Deluge scripting), and APIs (as needed) to integrate processes between Marketing, Sales, NovaMED, and Patient Concierge units. Ensure data flows seamlessly between systems (e.g., CRM to Books, CRM to Campaigns) and implement automation to reduce manual work.
• Lead Management & CRM Optimization: Oversee lead management in Zoho CRM – from lead capture to conversion. Implement proper lead tagging, segmentation, and assignment rules to streamline the sales funnel and follow-up process. Create custom fields and modules as needed, and ensure leads/prospects are nurtured through automated campaigns and follow-up tasks.
• Custom Workflows & Zoho Creator Apps: Develop and refine custom workflows in Zoho CRM (and related apps) to automate business processes (e.g. follow-up reminders, task creation, status updates). Utilize Zoho Creator to build custom applications or forms for specific business needs, enabling different teams to input and retrieve information efficiently.
• Campaigns & Marketing Automation: Manage Zoho Campaigns for email marketing and drip campaigns. Set up campaign automations and customer journeys to nurture leads and engage existing patients. Work closely with the Marketing team to segment contacts and deploy targeted email/SMS campaigns, ensuring alignment with CRM data and tracking campaign performance.
• Analytics & Dashboards: Create and maintain real-time dashboards and reports using Zoho CRM and Zoho Analytics. Track key performance indicators (KPIs) for sales, marketing, and operations (e.g., lead conversion rates, campaign ROI, patient onboarding status). Provide the Director of Sales & Marketing and other stakeholders with actionable insights and regular status reports derived from Zoho data.
• Data Management & Integrity: Ensure high data quality across all Zoho applications. Perform regular data audits and clean-ups (removing duplicates, updating missing fields, etc.) to maintain data integrity. Manage data imports/exports between Zoho and other systems when necessary, and establish protocols for data entry to be followed by the team.
• Support & Training: Act as the go-to Zoho expert for the team. Provide technical support to staff using Zoho apps (CRM users, support agents on Zoho Desk, etc.), troubleshooting issues and answering questions promptly. Develop documentation and brief training sessions for team members on new Zoho features or processes, to ensure everyone can effectively use the tools.
• Continuous Improvement: Stay updated on the latest Zoho One features and best practices. Proactively identify opportunities to enhance our use of Zoho applications – such as new automations, integrations, or module customizations – that could improve productivity or customer experience. Recommend and implement improvements to workflows and systems as the business needs evolve.

Key Qualifications:

• Zoho One Expertise: 3+ years of hands-on experience managing Zoho One application. Deep knowledge of Zoho CRM, Zoho Campaigns, Zoho Desk, Zoho Books, Zoho Creator, Zoho Analytics, and Zoho Flow is required. You should be comfortable with configuring modules, workflows, and integrations across these tools
• Zoho Certification: Zoho Certification is mandatory – for example, a certified Zoho CRM Administrator or Zoho One Certified Consultant/Developer. This demonstrates your advanced proficiency in the Zoho platform.
• Technical & Analytical Skills: Proven ability to build and automate business processes using Zoho tools (and basic scripting or Deluge, if needed). Experience creating custom workflows, developing automation scripts, and integrating Zoho with third-party applications. Strong analytical mindset to design dashboards and interpret data, with attention to detail in data management.
• Process Integration: Experience working across multiple business units or departments to gather requirements and implement solutions. Strong execution skills in translating business processes (in Marketing, Sales, operations) into efficient workflows within Zoho. Experience with lead management processes, contact tagging/segmentation, sales pipeline management, and campaign automation is essential.
• Communication: Excellent English communication skills, both written and verbal. Ability to clearly document procedures, train users, and communicate technical concepts to non-technical team members. You will frequently coordinate with management and staff, so professional communication and responsiveness are key.
• Work Ethic & Organization: Self-motivated and able to work independently with minimal supervision. Highly organized with superb time-management skills to handle a variety of tasks and projects simultaneously. A proactive problem-solver who can troubleshoot issues and adapt quickly to new challenges.
• Education: A bachelor's degree in Information Systems, Computer Science, Business, or a related field is a plus (but not strictly required if experience and skills are strong).

Tools & Platforms

• Zoho One Applications: You will primarily work within the Zoho One ecosystem, including: Zoho CRM – Customer Relationship Management for leads, contacts, deals, and sales pipeline.

• Zoho Campaigns – Email marketing and automation campaigns.

• Zoho Desk – Customer support ticketing system for patient inquiries and service requests

3. Zoho Books – Accounting and invoicing system, for aligning sales with finance.

1. Zoho Creator – Custom application development platform to build tailored solutions (forms, databases) for the business.

2. Zoho Analytics – Business intelligence and reporting tool to create dashboards and analyze data across Zoho apps.

3. Zoho Flow – Integration and workflow automation tool to connect Zoho apps with each other and third-party services.

4. Other Tools: The role may also involve using related communication and productivity tools, such as project management software and chat platforms (e.g., Slack or Microsoft Teams) for collaborating with the team, Teams/Microsoft Office for documents and spreadsheets, and Teams meetings. Familiarity with these general remote-working tools is expected.

Reporting Structure

This position reports directly to the Director of Sales & Marketing at Fox Dental Implant Centres. As the Zoho CRM Manager VA, you will provide regular updates, reports, and insights to the Director(s), ensuring they are informed about CRM performance, campaign results, and any system enhancements. You will also collaborate closely with department heads and teams in Marketing & Sales, NovaMED, and the Patient Concierge unit. By serving as the bridge between these teams and our Zoho One platform, you'll ensure that technology solutions are aligned with business goals and that each department's workflow in Zoho is optimized and well-supported.

Join our team as a Zoho CRM Administrator VA and help us elevate our customer relationship management and operational efficiency to the next level. If you meet the above qualifications and are passionate about leveraging Zoho's tools to drive business success.