HubSpot Database Administrator

Job Description

Job Description

For more than twenty years, Warbird Healthcare Advisors has partnered with healthcare organizations nationwide to drive sustainable growth and improve performance. Our seasoned practitioners provide strategic advice, financial and operational improvements, and transitional executive leadership solutions—and stay engaged to see results through.

Position Summary

The Interim HubSpot Administrator will audit, clean up, and optimize Warbird's HubSpot environment; train and enable our sales, marketing, and leadership teams; and establish the governance framework that keeps our data reliable over time.

Contract Details & Location

This is a contract position expected to last approximately four months. We strongly prefer candidates based in the Atlanta, GA market who are available to work onsite as needed at our office at the Cobb Galleria.

Core Responsibilities

• Run a HubSpot audit. Review Warbird's current HubSpot setup, user permissions, properties, pipelines, and integrations, and deliver a prioritized fix-it plan within the first two weeks.
• Lead data migration and cleanup. Import contacts, companies, and deals from legacy systems and spreadsheets, then deduplicate, standardize, and fix records.
• Establish data hygiene standards. Define naming conventions, required fields, property definitions, and validation rules, and set up recurring cleanup routines such as duplicate management and stale-record reviews.
• Align marketing and sales handoffs. Work with marketing to define MQL/SQL criteria, lead scoring, and handoff workflows so leads move cleanly from campaigns to sales follow-up.
• Build core reporting dashboards. Create pipeline, activity, and campaign-attribution dashboards for the CEO, sales, and marketing so leadership can trust what HubSpot is telling them.
• Manage integrations. Connect and test key tools such as email, calendar, website forms, and any other systems in use, and document how data flows between them.
• Weekly Update Communications. Work with the marketing team and Warbird leadership to send out weekly status updates to the full team on training progress, data hygiene and governance plans, and provide transparency around the larger HubSpot onboarding process.

Training & Onboarding

• Own user provisioning and permissions. Take over setting up sales user profiles, assign seats and permission sets by role, and document the process so it can be repeated.
• Build and manage the training calendar. Leveraging recorded training videos from our implementation partner and HubSpot Academy tutorials, design a role-based training plan for sales, marketing, and leadership, and schedule live sessions, office hours, and refreshers across the engagement.
• Deliver onboarding and enablement. Run hands-on training, create quick-reference guides, and serve as the go-to HubSpot resource for questions during the contract.
• Plan the long-term handoff. Identify and train an internal admin or small admin team, transfer ownership of documentation and processes, and deliver a 6–12 month roadmap for continued optimization.
• Track adoption and report progress. Monitor login and usage rates, flag gaps in rep adoption, and give the CEO and CMO regular status updates against agreed milestones.

Data Governance

• Stand up the data governance board. Recommend board membership, define its charter, decision rights, and meeting cadence, and facilitate the first few meetings.
• Create governance policies and documentation. Lead writing the playbook covering data ownership, access rules, change-request process, privacy and compliance considerations, and who approves new properties or workflows.

Additional Responsibilities (Nice to Have)

• Set up sales tools and marketing workflows. Implement sequences, email templates, meeting links, task queues, and automated lead routing and assignment. Configure and support AI-powered marketing workflows.

Suggested Qualifications

• Proven, hands-on HubSpot administration experience (Sales Hub and Marketing Hub), ideally with HubSpot certifications.
• Track record of CRM data migration, deduplication, and governance projects.
• Experience designing and delivering role-based user training and adoption programs.
• Strong written and verbal communication skills, with the ability to present to executive leadership.
• Exceptional organization and project management skills; comfortable working to milestones in a fast-moving environment.
• Experience in professional services, consulting, or healthcare is a plus.