Administrative, Customer Coordinator – HubSpot
Posted 42ds ago
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Job Description
Administrative coordinator managing HubSpot, member support, policy administration, and CRM data for an Australian pet insurance business. Remote independent contractor role for Philippines-based candidates.
Responsibilities:
- Own the “Ops, Admin & HubSpot” core process end to end
- Check and triage the shared inbox twice daily
- Action all member enquiries and support requests promptly
- Manage member support tickets, including general enquiries, policy changes, cancellations, and payment issues
- Process policy administration using HubSpot and Softsure
- Handle member billing questions and payment-related concerns
- Support banking confirmations and failed payment management
- Maintain HubSpot CRM hygiene across the full member lifecycle
- Manage deal stages and pipelines accurately
- Track banking confirmations and complete required fields
- Identify system, process, or data issues affecting member experience or CRM integrity
- Work closely with the Growth Manager on day-to-day member operations
- Attend and contribute to the weekly L10 team meeting
- Participate in Quarterly Planning
- Identify and suggest process improvements
- Resolve support tickets within agreed turnaround times and maintain clean, current CRM data
Requirements:
- Philippines-based candidate
- 2+ years of hands-on experience working in HubSpot CRM
- Confidence managing deals and pipelines, support tickets, workflows, and basic reporting
- Fluent written and spoken English
- Previous experience in customer service, member support, or a similar customer-facing operations role
- Strong written and verbal communication skills
- Excellent attention to detail and ability to work within structured processes, checklists, and non-negotiables
- Comfortable handling member enquiries and sensitive conversations with patience and empathy
- Strong systems discipline and ability to keep CRM and operational data accurate and up to date
- Availability to work Philippines-based hours with meaningful overlap into Sydney business hours (AEST)
- Experience in insurance, financial services, or another subscription-based business would be highly relevant
- Comfortable working collaboratively with teams across Sydney and Manila
- Proactive mindset and confidence flagging process, system, or data issues and suggesting improvements
- Open to coaching and able to learn new tools and systems quickly
- Ability to disclose existing ongoing roles or client work
- Ability to reflect this engagement on LinkedIn as “Independent Contractor”
Benefits:
- 100% remote work from home
- Flexible time management as an independent contractor
- Meaningful overlap into Sydney business hours while retaining contractor flexibility
- Coaching and opportunities to learn new tools and systems quickly
