HubSpot Admin VA

Role Summary
Philip Edward Contracting (PECTG) is hiring a senior HubSpot Admin VA to turn our HubSpot account into the operating system for our sales and customer relationships. You will work directly with the owner to design pipelines, write the SOPs our team follows, clean our database, and build the dashboards that run the business.
PECTG is a restoration, remodeling, roofing, and custom homebuilding company in Georgia, operating since 1998, with a roofing division, Klaus Roofing Systems (KRS). This is a behind the scenes systems role. You will not contact customers.

Schedule, Pay, and Reporting
Item Detail
Type Remote, Philippines based contractor
Hours Part time (20 hrs/week) to start, with a path to full time
Schedule At least 4 hrs/day overlapping US Eastern business hours (night shift PH time)
Pay $6 to $9 USD/hr based on experience
Reports to Phil Traylor, Owner
Working sessions 3 live screen share sessions/week for days 1 to 60, then 2/week
Written update Every Friday: done, next, decisions needed

Responsibilities
1. SOPs and team adoption (top priority). Write short, role based HubSpot guides for each of our 6 users (owner, finance, scheduling, production, mitigation, sales): what they enter, when, and which fields are required. Maintain them as the system changes.
2. Pipeline design and build. Build deal pipelines for each service line: water mitigation, fire and smoke, mold, reconstruction and remodeling, KRS roofing, custom homebuilding. Set up past customer and nurture tracking using lifecycle stages and segments.
3. Database cleanup and hygiene. Dedupe, standardize, and complete contact, company, and deal records. Set naming rules and required fields, and keep them enforced.
4. Dashboards and reporting. Build a weekly dashboard from native HubSpot data and a monthly scorecard using data we provide by CSV (social media, QuickBooks).
5. Ongoing administration. Manage properties, views, workflows, and user permissions in Sales Hub Professional and Service Hub Professional.

Required Competencies
Must have

• 5+ years of hands on HubSpot administration, including Professional tier accounts
• Current HubSpot Academy certifications: Sales Hub Software, Service Hub Software, and Reporting
• Pipeline and deal stage design across multiple business lines
• Custom properties, workflows, saved views, and user permissions
• Data hygiene: deduping, CSV import mapping, naming standards, required fields
• Custom reports and dashboards that a busy owner can read in 2 minutes
• Clear written English for SOPs a field team will actually follow
• Self direction: audits, recommends, and builds without hand holding
• Discretion with homeowner and insurance claim data

Nice to have

• Experience with construction, home services, or restoration companies
• Experience documenting systems built by outside consultants

Interview test question: How would you track past customers and nurture contacts in HubSpot? (Strong answer: lifecycle stages and segments, not deal pipelines.)
30/60/90 Day Objectives
SOPs are the headline deliverable, written alongside pipeline design so they never need a rewrite.
Phase Objectives Done when
Days 1 to 30: Audit and design Map every pipeline, property, workflow, integration, and consultant build. Draft the pipeline design and SOP outline per role. Audit report and change log delivered; pipeline design and SOP outline approved by Phil
Days 31 to 60: Build and train Build all service line pipelines and nurture segments. Finalize role based SOPs. Train all 6 users. Pipelines live; 6 SOPs published; every user trained and signed off
Days 61 to 90: Clean and report Clean the database to the new standards. Build the weekly dashboard and monthly scorecard. Data quality targets met; dashboard reviewed with Phil weekly
KPIs
Targets are proposed starting points; Phil sets the final numbers after the day 30 audit.
KPI Target Measured
SOP adoption: users following their SOP in spot checks 90%+ Monthly
Duplicate contact rate Under 2% Monthly
Required fields complete on open deals 95%+ Weekly
Deals with lead source and referral partner filled 100% of new deals Weekly
Stale deals (no activity 14+ days) flagged to owner 100% Weekly
Weekly dashboard delivered on time Every Monday Weekly
Monthly scorecard delivered By the 5th Monthly
Admin request turnaround Within 1 business day Weekly
Breaks to existing integrations or consultant builds Zero Ongoing
Dashboard scope. Weekly (native HubSpot): leads by source, outbound and sales activity, sales results and close rate by pipeline, referral tracking. Monthly (imported CSV): social media performance, impressions, engagement, marketing ROI, revenue per employee, referral fees paid.
Guardrails
The rule: never break an existing connection or a consultant's work.

• Before changing anything, document what exists: integrations, workflows, properties, and who built them
• Keep a written change log of every change: what, why, date, and how to undo it
• Export a backup before any bulk edit, import, merge, or delete
• Test bulk changes on a small batch first
• Never delete or edit consultant built workflows, properties, or integrations without Phil's written approval
• Activating a new workflow requires Phil's approval
• Routine cleanup within approved standards can proceed without sign off

Hiring Process
1. Application. Resume, HubSpot certification links, and a short note on the most complex HubSpot account you have administered.
2. Screening call (30 min). English, availability for Eastern hours, and the past customer and nurture test question.
3. Paid live test (60 to 90 min, paid at the posted rate). Over screen share with Phil watching, the candidate cleans a messy sample contact list: dedupe, standardize, fix fields, and explain their logic out loud.
4. Final interview with Phil. Walk through how they would run days 1 to 30 at PECTG.
5. Offer and 30 day trial with a review against the day 30 objectives.
Scoring the live test: accuracy, logic explained clearly, backup taken before changes, and questions asked before touching anything.
Market reference: Flexiwork HubSpot VA, OnlineJobs.ph HubSpot VA