HubSpot Operations Specialist

Company Description The Strong Mom Method empowers moms with careers to rebuild their physical, mental, and emotional strength, enabling them to thrive in both personal and professional life. With a focus on fostering resilience and sustainable success, the organization is committed to helping women lead fulfilling lives, building stronger families, and positively impacting their communities. Leveraging lessons from leadership, parenthood, and high-performance experiences, The Strong Mom Method provides actionable strategies for balancing careers with motherhood.

At its core, the mission is clear: strong moms create stronger families and communities.

About the Role

Part-time contractor → migration close

10-20 hrs/week

Remote

Immediate start 3-6 month engagement

Engagement structure: Two phases. Phase 1 is ongoing HubSpot stabilization and optimization (immediate start). Phase 2 is supporting our migration to GoHighLevel alongside our dedicated GHL expert — you own the HubSpot side of that transition. The engagement concludes when migration is complete

We're a fast-growing online coaching company with 600+ active clients, 40 team members, and 100k+ contacts.

Our full tech stack

  • HubSpot (primary CRM + marketing)
  • Zapier
  • ClickFunnels
  • SendBlue (SMS)
  • Hyros
  • Meta Ads
  • Calendly
  • Typeform
  • GoHighLevel (migration target)
You need to understand how these pieces connect, not just HubSpot in isolation. Phase 1 — Stabilization and Optimization (immediate)

• Workflow audit and repair — diagnose and fix broken/misfiring workflows across marketing, sales, and fulfillment

• Attribution cleanup — resolve Hyros/Meta Ads discrepancies so reporting is trustworthy

• Dashboard and reporting rebuild — clean dashboards giving leadership accurate pipeline and revenue visibility

• Integration stabilization — fix failing Zaps; validate Calendly, Typeform, and SendBlue connections for data integrity

• Ongoing optimization — cleaner segmentation, tighter lifecycle logic, better SMS/email coordination

• Slack ticket system — manage an internal Slack-based ticketing workflow where team members submit issues and questions; you triage, resolve, and close tickets with clear written responses

• Documentation — document everything you build; no undocumented black boxes

Phase 2 — Migration Support (collaborative, defined end point)

  • Map current HubSpot data structures, workflows, and integrations for our GHL specialist
  • Validate that contact data, lifecycle stages, and segments transfer cleanly
  • Ensure Calendly, Typeform, and SendBlue reconnect correctly on the GHL side • Serve as HubSpot knowledge holder during parallel testing
  • Produce a final handoff doc — engagement closes when migration is confirmed complete
Communication — This Is Non-Negotiable

Slack is our primary communication tool. You will be expected to be active on Slack during agreed working hours and respond to messages the same day — within a few hours at most under normal circumstances.

We are a live business with real clients. Tech emergencies happen — a broken workflow affecting client onboarding, a Zap failure mid-campaign, an attribution issue before a major launch. When we flag something as urgent in Slack, we need a response and a plan within the hour, not tomorrow.

Our team also submits day-to-day issues and questions through a Slack-based ticket system. You are responsible for working through that queue — resolving problems, answering questions, and closing tickets with clear written responses.

If you check messages once a day, batch communication, or go dark for stretches of time — this is not the right role for you. We respect your time and will not abuse this expectation, but when it matters, it matters fast.

• Normal cadence : same-day Slack response during agreed hours; weekly async update (Loom or written)

• Ticket system: our team submits issues and questions via a dedicated Slack channel; you are responsible for triaging, resolving, and closing each ticket with a written response — tickets should not sit unanswered for more than one business day under normal conditions

• Urgent issues : acknowledge within 1 hour on Slack; provide status or ETA within 2 hours

• Proactive communication: you flag problems before we find them — never sit on an issue

• Transparency over polish: a quick 'I see it, working on it' beats silence e

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