Project & HubSpot Operations Coordinator
This is a remote position.
Philippine-based Filipino applicants.
We are seeking a highly organised and detail-oriented Project & HubSpot Operations Coordinator to support project execution, CRM operations, and email automation. This role focuses on maintaining structured workflows, ensuring project and campaign infrastructure is accurate and ready, supporting HubSpot operations, and improving internal processes and documentation.
This is a junior–mid level operations role designed to support the CRM Manager with execution, quality assurance, and operational consistency. The ideal candidate is proactive, systematic, and comfortable working across project management tools, CRM systems (HubSpot), and operational documentation, and enjoys working with structure, checklists, and processes.
Key Responsibilities
HubSpot Campaign and Project Management Support
Organise and maintain project boards by month, ensuring projects and campaigns are correctly tagged, dated, prioritised, and ready for HubSpot execution
Flag missing information, risks, and overdue tasks that may impact campaign or workflow launches
Set up project timelines, milestones, and reminders for key delivery dates
Project Infrastructure & Coordination
Create and maintain project and campaign workspace artefacts (e.g. Miro boards) that support HubSpot campaigns and workflow implementation (timelines, assets, approvals, and task tracking)
Ensure all project inputs (copy, assets, lists, and configuration requirements) and project statuses are accurate, up to date, and execution-ready for HubSpot campaigns and workflows
Keep project documentation and Miro boards updated as changes occur to reflect live and upcoming HubSpot workflows and campaigns
Track open questions and action items that may impact CRM, email, or automation execution
Support consistent project structure and ways of working across the team to ensure reliable and repeatable campaign delivery
CRM & Operational Support
Work closely with the CRM Manager to support execution, QA, and ongoing optimisation of HubSpot campaigns and workflows
Support day-to-day HubSpot operations and basic troubleshooting
Assist with list creation, workflow checks, property verification, and data validation in HubSpot
Support email and automation setup and perform quality assurance following provided briefs and instructions
Identify, document, and flag data, configuration, or workflow issues for escalation
Help maintain data quality, consistency, and operational standards in the CRM
Documentation & Process Enablement
Develop and maintain structured HubSpot, CRM, and operations documentation
Create clear process guides, workflows, and operational playbooks
Maintain updated campaign and workflow setup documentation and process explanations
Standardise documentation language, structure, and accessibility to ensure processes are easy to follow and repeatable
Integrations & Process Improvement
Assist in mapping current CRM and campaign delivery processes and identifying inefficiencies
Support investigation of automation and integration opportunities across HubSpot and connected tools
Document requirements, risks, and expected operational improvements
Prepare clear summaries of current vs improved workflows and execution processes
Additional Responsibilities
Perform QA checks on emails, forms, landing pages, and workflows before launches
Maintain central operations and campaign checklists
Prepare post-campaign or post-project summaries and operational notes
Maintain a log of known issues, resolutions, and workarounds
Requirements
Proven experience in operations, project coordination, marketing operations, or CRM support
Strong organisational and time-management skills with high attention to detail
Hands-on experience with HubSpot or similar CRM, at a support/execution level (lists, workflows, properties, QA, basic troubleshooting)
Experience supporting email campaigns and/or email automation workflows
Experience using project management tools (e.g. Wrike, ClickUp, Monday, or similar)
Experience using visual collaboration or documentation tools such as Miro (or similar) is desirable but not essential
Ability to document processes clearly and structure operational guides
Strong problem-solving and analytical thinking skills
Comfortable following structured processes while identifying and suggesting improvements
Good written and verbal communication skills
Ability to manage multiple tasks and deadlines in a fast-paced environment
Work Environment & Expectations
While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment.
✅ This role requires:
• Discipline and commitment to set working hours (strict shift times, not flexible)
• Use of time tracking software during work hours
• Active participation in team and client calls with your camera ON
• Consistent availability and responsiveness throughout your shift
• Treating this as a long-term, full-time job—not a side gig or freelance task
⏱ Payroll is processed bi-monthly. We’re looking for someone who values structure, is dependable, and thrives in a role that provides consistency and clarity.
If you’re seeking stability and a team that appreciates reliability, we’d love to hear from you.
Benefits
1. Monthly Salary: Php35,000
2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month
3. You will be paid extra for overtime and Philippines public holidays
4. Probation: 6 months and after Probation
10 days annual leave credits
5 days of sick leave
5. HMO Offered after 6-month probation
6. 13th Month Pay after 30 days
7. Annual Salary Review
8. Laptop provided after 30 days
9. Permanent work-from-home role. You will have to use your own internet.
10. SHIFT TIMES: 6 AM to 3 PM Philippine time, Monday to Friday