Administrative & Customer Coordinator (HubSpot) (008-01347)

​​Looking for Philippines-based candidates

Job Role: Administrative & Customer Coordinator (HubSpot)

Compensation: $1,500 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St , we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: A growing Australian business operating in the pet services and insurance space, focused on helping new pet owners provide protection for their animals from the very beginning. The company works closely with trusted partners within the pet and breeder community, making it easier for new owners to access coverage when they welcome a puppy into their family.

Role Overview: We are seeking a Member Services Coordinator to own the day-to-day member experience and back-office operations that keep the business’s members and internal systems running smoothly. Working closely with the Growth Manager, you’ll help keep member support, policy administration, and day-to-day operations running smoothly.

This role is responsible for the Ops, Admin & HubSpot core process, covering shared inbox and ticket management, policy administration, payment support, and CRM data hygiene. You’ll play a key role in ensuring every pet owner receives a fast, transparent, 5-star experience while keeping the business’s data accurate and reliable as it grows.
Key Responsibilities:
Core Process Ownership

- Own the “Ops, Admin & HubSpot” core process end to end, one of the five core processes that run the business.

- Check and triage the shared inbox twice daily, every day, once in the morning and once in the afternoon.

- Ensure all member enquiries and support requests are actioned promptly, with nothing left unanswered.

Member Support & Policy Administration

- Manage member support tickets from start to finish, including general enquiries, policy upgrades and downgrades, cancellations, and payment issues.

- Process policy administration accurately and on time using HubSpot and Softsure, the underwriter’s policy management system.

- Handle conversations using a customer-focused retention approach:

- Handle member billing questions and provide support with payment-related concerns.

- Support banking confirmations and failed payment management.

HubSpot & Data Management

- Maintain HubSpot CRM hygiene across the full member lifecycle.

- Accurately manage deal stages and pipelines.

- Track banking confirmations and ensure required fields are complete.

- Maintain accurate, current, and reliable CRM data.

- Identify and flag system, process, or data issues that could affect the member experience or CRM integrity.

Team & Business Operations

- Work closely with the Growth Manager and contribute to the smooth running of day-to-day member operations.

- Attend and actively contribute to the weekly team meeting (called the L10).

- Participate in Quarterly Planning.

- Identify opportunities to improve processes and raise better ways of working rather than simply following existing processes without question.

What Success Looks Like

- The shared inbox is triaged every morning and afternoon, with zero missed non-negotiables.

- Support tickets are resolved within agreed turnaround times, with no backlog.

- HubSpot data remains clean and current, including accurate deal stages, no orphaned records, and complete banking confirmation fields.

- Cancellations are always member-initiated and handled with empathy, without chasing members to stay.

Required Skills and Qualifications:

- 2+ years of hands-on experience working in HubSpot CRM, with conf