About Us:
Pioneer Family Pools is a trusted retail leader specializing in swimming pools, hot tubs, patio furniture, related chemicals, accessories, and service. We are dedicated to helping customers realize the potential of their backyards, and we pride ourselves on providing exceptional products and family fun. As a tight-knit, hard-working, and collaborative team, we are passionate about our business and our customers. As an industry leader, we are we are proud to have more than 60 years’ experience in the business.
Position Overview
Pioneer Family Pools is seeking a CRM & Marketing Automation Specialist to lead the day-to-day optimization, administration, and continued development of our HubSpot platform.
This role will help the company get greater value from HubSpot by improving lead management, lifecycle tracking, automation, segmentation, reporting, data quality, campaign execution, and sales and marketing alignment.
The successful candidate will be both strategic and hands-on. They will be comfortable building workflows, troubleshooting CRM issues, analyzing performance, improving processes, and working with marketing, sales, store teams, leadership, and external partners.
This is not solely an email marketing or content position. The primary focus is using HubSpot to improve how leads are captured, routed, nurtured, tracked, reported on, and converted into customers.
This is a newly created position within our organization. The successful candidate will work on-site, with an anticipated start date in late August or early September.
Pay: Starting at $60,000 annually, with flexibility based on experience, skills, and qualifications.
Key Responsibilities
HubSpot Administration and Optimization
- Serve as the primary day-to-day administrator and internal subject-matter expert for HubSpot.
- Manage and optimize HubSpot Marketing Hub, Sales Hub, Data Hub or Operations Hub, and other connected tools as applicable.
- Review the existing HubSpot portal and identify opportunities to improve its structure, functionality, adoption, reporting, and return on investment.
- Build, test, document, and maintain workflows, automations, lists, properties, pipelines, forms, campaigns, lead-routing rules, and notifications.
- Improve contact, company, deal, ticket, and custom-object structures where required.
- Evaluate existing processes and recommend more efficient or scalable solutions.
- Monitor platform performance and troubleshoot workflow, integration, tracking, property, and user issues.
- Manage users, teams, permissions, access levels, subscription settings, and platform governance.
- Stay informed about HubSpot product updates and recommend features that could benefit the business.
Lead Management and Lifecycle Optimization
- Improve how leads are captured, categorized, assigned, nurtured, followed up on, and reported.
- Develop and maintain lead-routing processes based on product category, location, territory, lead source, availability, and other business rules.
- Establish clear lifecycle stages, lead statuses, qualification criteria, and ownership standards.
- Identify gaps or breakdowns in lead follow-up and recommend solutions.
- Build automated alerts, reminders, tasks, and follow-up processes to support sales teams.
- Work with sales leaders and store teams to improve CRM usage, data completion, and lead-management consistency.
- Monitor unassigned, overdue, inactive, duplicated, or incorrectly routed leads.
- Help establish service-level expectations between marketing and sales.
- Support lead scoring, prioritization, and sales-engagement strategies.
Marketing Automation and Nurture Programs
- Build and optimize automated email and lead-nurture programs across different product categories and stages of the customer journey.
- Create audience segments based on interests, behaviour, lifecycle stage, location, product category, engagement, and purchase history.
- Develop workflows that support lead conversion, re-engagement, cross-selling, upselling, customer retention, and seasonal marketing.
- Partner with the broader marketing team to execute email campaigns, landing pages, forms, lists, and campaign tracking.
- Conduct testing to improve open rates, click-through rates, form completion, lead progression, and conversion rates.
- Review existing automated programs and recommend opportunities to improve performance.
- Ensure workflows include appropriate suppression rules, enrolment criteria, exit criteria, and quality-control measures.
- Support consent management, subscription types, communication preferences, and email deliverability.
Reporting, Attribution, and Insights
- Develop and maintain dashboards and reports for marketing, sales, leadership, locations, product categories, and campaigns.
- Track lead volume, lead quality, response time, pipeline movement, conversion rates, revenue influence, campaign performance, and sales outcomes.
- Improve visibility into the customer journey from initial inquiry through sale.
- Support campaign attribution and help identify which marketing activities are generating qualified leads and revenue.
- Provide regular insights and recommendations based on CRM and campaign data.
- Assist with forecasting, pacing, goal tracking, and performance reporting.
- Audit reporting logic to ensure dashboards and reports are accurate and consistently defined.
- Translate complex data into clear findings and practical recommendations for non-technical stakeholders.
Data Quality and Database Management
- Maintain clean, accurate, complete, and usable CRM data.
- Develop standards for naming conventions, required fields, property usage, record creation, and data entry.
- Identify and resolve duplicates, incomplete records, conflicting values, formatting issues, and outdated information.
- Support database imports, exports, mapping, enrichment, and migration projects.
- Manage segmentation and database health to ensure contacts are stored and marketed to appropriately.
- Monitor marketing contact counts and recommend strategies to manage database costs and maintain an effective contact tier.
- Work with internal and external stakeholders to ensure integrations transfer accurate information between systems.
- Create documentation and governance processes to protect long-term CRM quality.
Integrations and Technical Support
- Support integrations between HubSpot and company websites, forms, advertising platforms, call-tracking tools, texting platforms, spreadsheets, reporting tools, and other business systems.
- Work with website developers, agencies, software vendors, and HubSpot support to resolve technical issues.
- Test forms, tracking codes, conversion events, integrations, and automation before launch.
- Assist with API, webhook, data-sync, or integration projects based on experience and business requirements.
- Document technical processes, workflow logic, integrations, dependencies, and troubleshooting steps.
- Identify manual processes that could be automated or simplified.
Training and Adoption
- Train marketing, sales, management, and store users on HubSpot processes and best practices.
- Create clear internal documentation, user guides, process maps, and training materials.
- Support onboarding and offboarding of HubSpot users.
- Monitor adoption and identify teams or users who may require additional support.
- Help create accountability around accurate lead updates, follow-up activities, and CRM usage.
- Communicate platform changes and process updates in a clear, practical manner.
Qualifications
- Minimum of three years of professional experience working directly with HubSpot, CRM administration, marketing automation, revenue operations, sales operations, or a similar field.
- Demonstrated experience building and managing HubSpot workflows, lists, properties, forms, reports, dashboards, campaigns, and lead-routing processes.
- Strong understanding of CRM architecture, marketing automation, database management, and lifecycle reporting.
- Experience working with marketing and sales teams to improve lead management and CRM adoption.
- Strong analytical and problem-solving skills.
- Ability to diagnose technical or process-related issues and develop practical solutions.
- Experience managing large contact databases and maintaining data quality.
- Strong attention to detail, particularly when building automation, handling data, or creating reports.
- Ability to manage multiple projects and priorities in a fast-paced environment.
- Strong written and verbal communication skills.
- Ability to explain technical processes to non-technical users.
- Strong judgment and the ability to work independently while collaborating across departments.
Preferred Qualifications
- HubSpot certifications in Marketing Software, Sales Software, or related areas.
- Experience with HubSpot Professional or Enterprise-level tools.
- Experience with custom objects, calculated properties, datasets, lead scoring, attribution reporting, and advanced automation.
- Experience supporting a multi-location, retail, franchise, home-services, or consumer-sales organization.
- Experience integrating HubSpot with paid media platforms, websites, texting systems, call tracking, and external reporting tools.
- Familiarity with HTML and CSS for email, form, and landing-page troubleshooting.
- Experience with Excel or Google Sheets, including data cleaning, formulas, lookups, and reporting.
- Experience with privacy, consent, CASL, email deliverability, and database-governance best practices.
- Experience with Asana or another project-management platform.
Key Competencies
- CRM expertise
- Analytical thinking
- Process improvement
- Technical troubleshooting
- Data accuracy
- Marketing and sales alignment
- Project management
- Communication
- Training and support
- Accountability
- Continuous improvement
What Success Looks Like
Success in this role means HubSpot becomes a more reliable, effective, and widely adopted system across the organization. Leads are routed correctly, sales teams have clear follow-up processes, reporting is accurate, automation reduces manual work, data quality improves, and the company has better visibility into marketing performance and revenue outcomes.
The CRM & Marketing Automation Specialist will be expected to proactively identify opportunities. They should continually look for ways to improve conversion, increase efficiency, strengthen reporting, and help Pioneer Family Pools receive greater value from its CRM investment.
Pioneer Family Pools is committed to promoting accessible recruitment as outlined in the Accessibility for Ontarians with Disabilities Act. Pioneer Family Pools will work to accommodate persons with a disability in an appropriate and effective manner throughout all stages of the recruitment process. Accommodations will be provided upon request.
Pay: From $60,000.00 per year
Benefits:
- Dental care
- Extended health care
- Vision care
Work Location: In person
