Whitetail Properties Real Estate is a leading land real estate company specializing in hunting, ranch, and farmland sales. Through our subsidiaries, Ranch & Farm Auctions and November Studios, we also provide land auctions and production services. With custom-built websites and a robust tech environment, we’re on the lookout for a HubSpot Admin who can ensure our CRM, marketing, and analytics run like a finely tuned machine.
We utilize all core Hubspot platforms under an enterprise-level agreement with roughly 500 licensed seats.
Position Summary
As the HubSpot Admin, you’ll oversee day-to-day system administration, drive strategic CRM enhancements, and champion HubSpot adoption across the company. You’ll collaborate with the Digital Marketing Manager to optimize marketing workflows and lead nurturing, partner with the Business Intelligence Manager for data-driven insights, work with our National Training Director to supercharge user adoption, work with Sales Management to build sales supporting solutions, and join forces with our Senior Software Engineer to tackle complex integrations and custom HubSpot builds.
Responsibilities
1. Business Process Analysis & Optimization
Deep-dive into Whitetail’s customers, business goals, and processes, challenging current setup with solutions that address needs quickly.
Develop and implement best-in-class HubSpot solutions that align with stakeholder needs.
Serve as the driver for HubSpot initiatives, ensuring the platform supports Sales, Marketing, and Operations goals.
2. Platform Administration & Maintenance
Administer HubSpot CRM (Marketing, Sales, Service, Operations, and Content Hubs), ensuring system performance and data hygiene.
Oversee & team up with our Systems Administrator for user setup, permissions, and security.
Perform regular audits of fields, objects, dashboards, and workflows; document configurations and recommend improvements.
3. Customization & Configuration
Design and modify custom fields, workflows, and pipelines to support real estate and auction processes.
Collaborate with the Business Intelligence Manager to craft performance dashboards that lead to actionable insights.
Partner with the Senior Software Engineer to explore advanced customization options—managing APIs, custom objects, and any fancy new HubSpot features that require deeper technical prowess.
4. Automation & Workflows
Establish and refine automation strategies for lead scoring, email nurturing, and customer retention.
Work closely with the Digital Marketing Manager to optimize workflows and automations for email campaigns and list management.
Identify and eliminate workflow bottlenecks so our teams can focus on closing deals rather than chasing data.
5. Reporting & Analytics
Work with BI Manager to build and maintain real-time dashboards that track pipeline health, sales forecasting, and marketing ROI.
Coordinate with the Business Intelligence Manager to align HubSpot data with broader company metrics.
Provide recommendations based on data trends—because results speak louder than guesswork.
6. Data Management
Oversee data imports/exports, deduplication, and data enrichment for global HubSpot users.
Document internal processes to maintain a consistently high standard of data hygiene.
Serve as the data detective—sniffing out (and fixing) irregularities in Hubspot before they become big problems.
7. Project & Integration Management
Work with our Project Manager to lead HubSpot-related projects by aligning timelines, requirements, and deliverables with internal stakeholders and external partners.
Collaborate with the Senior Software Engineer to manage integrations between HubSpot and other critical systems (e.g., AWS, custom websites, property listing platforms).
Troubleshoot issues with near-immediate response times.
8. Training, Adoption & User Support
Partner with the National Training Director to create and deliver engaging HubSpot training programs (in-person, virtual, and on-demand).
Track adoption metrics post-training to refine and improve future programs.
9. Cross-Functional Collaboration
Act as a the Hubspot Lead between Sales, Marketing, Auction Services, Customer Success, IT, and Engineering to ensure consistent processes and data across the board.
Work with the Business Intelligence Manager to translate data findings into revenue-generating Hubspot initiatives.
Collaborate with the Senior Software Engineer on custom HubSpot solutions that push the envelope of what’s possible and create highly efficient solutions for the business.
10. Continuous Improvement
Keep up with HubSpot releases, enhancements, and best practices; share relevant updates with stakeholders.
Identify automation and process buildingopportunities to keep Whitetail Properties on the cutting edge.
Encourage innovation at every turn—there’s always a better way to do things (and a more entertaining way, too).
Qualifications
5+ years of hands-on HubSpot administration experience with multiple Hubs. Due to the rapid evolution of Hubspot feature sets, the experience should be very recent and up to date.
Demonstrated expertise in workflow automation, CRM configuration, and data management.
Experience integrating HubSpot with external apps, custom solutions, and APIs—especially in partnership with senior engineering resources.
Outstanding project management and communication skills—plus a knack for user-centric training.
Strong experience and proven competency at writing clear documentation and release notes.
Proof of Hubspot certifications for Sales Hub, Operations Hub, Marketing Hub, etc.
Must be collaborative, detail-oriented, and unafraid of the occasional tech puzzle.
Must be proactive in tracking down answers to key questions that are critical for success and progress to be made.
Preferred: Any other relevant experience or software integration experience.
Contract Terms
Competitive hourly rate
60-80 hours per month, depending on agreed upon hourly rate
Looking for a long-term partner with the ability for the contractor to terminate the agreement with a 30-day notice.
Ready to Help Us Grow?
If optimizing CRM systems, evangelizing HubSpot best practices, and collaborating with a diverse (and occasionally witty) team sounds like your kind of role, we’d love to hear from you. Apply now by sending your resume and a short note explaining why you’re a stellar fit to tyler.vaughn@whitetailproperties.com
I am excited to apply for the HubSpot Coordinator role. I'm an India-based Freelancer with 4+ year experience working with two separate EST-based Agencies and one year experience with Software Development. With hands-on experience administering HubSpot across Marketing, Sales, and Service Hubs, I’ve created & managed customized workflows, pipelines, tickets, campaigns, Leads, Deals, Contacts, and reporting for Pennsylvania-based Insurance Agency optimizing CRM processes, improving lead conversions, and ensuring data governance. My background as a software developer adds technical expertise for integrations and scalable solutions. I thrive in cross-functional collaboration and would love to help you maximize HubSpot to accelerate growth, engagement, and member success. You can explore my work atthevast.co.in.
