Job Description

- Sales & Marketing Automation Coordinator (HubSpot Specialist)

Position Information

Position Title: Sales & Marketing Automation Coordinator (HubSpot Specialist)

Reports to: Director - Sales & Marketing

Department: Sales & Marketing

Location: Rotorua, NZ / Remote (as approved)

Purpose of the Role

To manage the end-to-end sales and marketing data flow through HubSpot, ensuring all leads, deals, and campaigns are tracked, nurtured, and reported with accuracy and efficiency. This role acts as the operational link between marketing, sales, and management -- combining CRM upkeep, automation, and performance analysis to drive better lead conversion and ROI visibility across QualGroup.

Key Responsibilities1. Lead Management

Capture, process, and manage all inbound leads from chat, email, phone, ads, website forms, and telemarketing within HubSpot.

Datamine: Research and identify potential B2B leads that match QualGroup's Ideal Customer Profile (ICP) using trusted online and offline sources, ensuring all newly sourced leads added into HubSpot are tagged, categorized, and qualified based on ICP fit, size, and buying potential.

Ensure notes, lifecycle stages, and contact/company details are up to date.

Remove irrelevant, duplicate, or inactive deals and contacts.

Support the implementation of QualGroup's five-stage lead management framework: Lead Generation, Segmentation & Qualification, Lead Nurturing, Lead Scoring & Routing, Measurement of Success.

2. Sales Support

Share filtered contact lists with sales representatives for outreach and follow-ups.

Collect site photos, updates, and notes from sales reps after client visits.

Record sales interactions and notes in HubSpot, ensuring every deal has a clear next action.

Create and assign follow-up tasks to the relevant salespersons.

Monitor open deals; send reminder emails for overdue follow-ups and close lost deals promptly.

Escalate to management when follow-ups are repeatedly delayed.

3. HubSpot CRM / List Management

Maintain clean, structured CRM data -- ensuring all companies and contacts are correctly categorized, with active/inactive status and decay managed.

Build and maintain marketing lists and smart segments for campaigns (B2B and B2C).

Oversee lifecycle stage accuracy (Lead, MQL, SQL, Customer, etc.) and data deduplication.

Align CRM records with external data (telemarketing sheets, contact imports, etc.).

4. HubSpot Automation & Marketing Technology

Manage day-to-day operations of HubSpot CRM, including workflows, sequences, and dashboards.

Build and optimize automation workflows for lead nurturing, segmentation, scoring, and routing.

Create and maintain HubSpot lists, sequences, and campaigns to support both B2B and B2C marketing..

Test and optimize automation logic, subject lines, and CTAs to improve engagement and conversion.

Explore and deploy new HubSpot AI tools and features for improved productivity.

5. Lead, Content & Campaign Alignment

Collaborate with Sales, Telemarketing, Content, and Ad Teams to ensure campaign alignment.

Ensure marketing automation campaigns, emails, and retargeting workflows align with QualGroup's lead management strategy.

Request creation of landing pages, lead magnets, and forms when required.

Provide feedback to internal and external teams on campaign effectiveness.

6. Marketing & Sales Data Collection & Analysis

Prepare a weekly Sales & Marketing Performance Report, covering budget vs. actual spend vs. ROI, lead and sales conversion metrics, active ad campaign results, and social media insights.

Provide monthly dashboards summarizing trends and KPIs for management review.

Track KPIs such as MQL?SQL conversion, email engagement, CPL, and campaign ROI.

7. Analytics & Continuous Improvement

Build HubSpot reports to monitor performance across every lead management stage.

Identify patterns, gaps, and opportunities for optimization.

Recommend automation or workflow improvements to increase efficiency.

Share monthly insight summaries with actionable recommendations.

8. HubSpot Certification & Continuous Learning

Complete all relevant HubSpot Academy certifications (CRM, Marketing Hub, Sales Hub, Service Hub, Automation, and AI).

Stay updated on new HubSpot and AI features; evaluate potential applications for QualGroup.

Document and share key learnings with the team.

Key Performance Indicators (KPIs)

Area

KPI

Frequency

Lead Management

% of leads correctly categorized and updated

Weekly

CRM Hygiene

<5% duplicate or inactive contacts

Monthly

Sales Support

Timely creation of follow-up tasks and deal updates

Daily

Automation

No. of automated workflows optimized or newly created

Quarterly

Reporting

Weekly and monthly reports submitted on time with accuracy

Weekly/Monthly

Certification

Completion of HubSpot certifications as per learning plan

Quarterly

Conversion Insight

Improvement in MQL?SQL conversion rate

Quarterly

Skills & Attributes

Strong command of HubSpot CRM and Marketing Hub (workflow automation, sequences, lists, reporting).

Analytical mindset with data-driven decision making.

High attention to detail, accuracy, and data integrity.

Excellent coordination and communication skills.

Proactive learner -- stays updated on MarTech tools and AI advancements.

Organized and reliable -- able to manage multiple stakeholders and deadlines.

Preferred Qualifications

2+ years of experience in digital marketing, CRM management, or sales coordination.

HubSpot CRM experience required (certifications preferred).

Bachelor's degree in Marketing, Business, or related discipline.

Understanding of Google Ads, Meta Ads, and lead tracking integrations (advantageous).

Job Type: Full-time

Pay: ₹20,000.00 - ₹30,000.00 per month

Work Location: In person