CRM and Automation Manager

McGrew Management Company is seeking a CRM and Automation Manager to lead the administration, optimization, and adoption of HubSpot across our businesses. This role supports Crownstone Equipment, McGrew Auction Company, and Iron Road Logistics by improving customer data management, automating follow-up and business processes, and delivering actionable reporting. The ideal candidate combines strong technical CRM expertise with the ability to translate business needs into practical solutions, support employees, and help teams use the system effectively.

Company Description

McGrew Management Company provides shared services, strategic leadership, and operational support to a family of growing businesses in the heavy equipment and logistics industries, including McGrew Equipment Company, Crownstone Equipment, and Iron Road Logistics. Our team is built on integrity, teamwork, and old-fashioned business values. We believe in treating employees like family, investing in professional growth, and recognizing contributions at every level.

What McGrew Management Company Offers You

• A growing company with opportunities for career advancement
• Comprehensive medical benefits for full-time employees
• Dental, vision, life, and disability insurance for full-time employees
• 401(k) retirement plan with company match
• Paid holidays for full-time employees
• Paid time off for full-time and part-time employees
• Employee Assistance Program (EAP)
• Exclusive employee discounts & access to year-round employee merchandise store
• Supportive, team-oriented workplace culture

Role Description

The CRM and Automation Manager reports to the Vice President of Marketing and serves as the primary functional owner of HubSpot Marketing Hub and Sales Hub across the company's businesses. This role partners with Marketing, Sales, Operations, IT, and outside vendors to translate business needs into approved CRM configurations, workflows, integrations, and reporting solutions. This is a hands-on individual contributor position with no direct reports at hire. The role is responsible for day-to-day HubSpot support, employee training, troubleshooting, and user adoption, in addition to platform administration and continuous improvement. This full-time, on-site position is based primarily at the Penn Street office in Hanover, Pennsylvania, with travel to other company locations as needed.

Essential Duties & Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CRM Administration and Optimization

• Administer HubSpot Marketing Hub and Sales Hub, including users, permissions, properties, custom objects, pipelines, lifecycle stages, and approved configurations.
• Maintain CRM standards, governance, and documentation to support consistency and reliable use across multiple businesses.
• Work with Marketing and business leaders to understand approved customer journeys and translate engagement, follow-up, and handoff processes into CRM requirements.
• Build, test, maintain, and troubleshoot automation for lead routing, nurture campaigns, customer re-engagement, sales follow-up, and internal handoffs.
• Manage audience segments, enrollment rules, communication preferences, and suppression settings for approved automated communications.
• Maintain CRM data quality through controlled imports, duplicate management, data corrections, routine reviews, and appropriate quality controls.

Integrations and Reporting

• Coordinate integration requirements, field mappings, testing, and issue resolution for HubSpot and connected systems, including IntelliDealer and Auctic, in partnership with IT and outside vendors.
• Build and maintain dashboards and reports for pipeline activity, lead response, follow-up, equipment acquisition, campaign performance, attribution, and customer engagement.
• Work with business owners to define reporting measures, validate results against source data, explain reporting limitations, and recommend process improvements.
• Monitor automation and integration performance, identify recurring issues, and coordinate resolution with the appropriate stakeholders.

Employee Training and Day-to-Day Support

• Serve as the primary HubSpot resource for employees across the company's businesses, providing timely assistance with daily questions, system issues, and workflow challenges.
• Troubleshoot user access, data entry, record management, workflow behavior, reporting, and other common HubSpot issues; resolve issues directly when possible and escalate more complex technical issues as needed.
• Train employees on HubSpot functionality, CRM processes, and approved workflows through onboarding, individual coaching, group training, and refresher sessions.
• Develop and maintain user guides, training materials, FAQs, and other resources that help employees use HubSpot accurately and consistently.
• Monitor user adoption and identify recurring training needs, process gaps, or system challenges; recommend improvements to increase employee effectiveness and CRM utilization.
• Communicate system changes, new functionality, and updated processes to affected employees and provide support during implementation and rollout.

Project Coordination and Continuous Improvement

• Maintain a prioritized list of CRM improvements with the Vice President of Marketing and coordinate approved changes, testing, documentation, and rollout.
• Coordinate with the Marketing Manager on CRM setup, automation, testing, and reporting for approved campaigns.
• Support the evaluation and implementation of approved CRM and AI tools that improve customer processes or employee productivity.
• Protect confidential information and follow company requirements for access, data handling, and production changes; pause faulty automation and escalate issues when needed.
• Perform other duties as assigned.

Required Skills and Abilities

• Advanced hands-on proficiency with HubSpot Marketing Hub and Sales Hub.
• Ability to translate business needs into clear requirements, practical workflows, and useful reports.
• Strong analytical, troubleshooting, and problem-solving skills, with careful attention to data accuracy.
• Strong customer service and communication skills, with the ability to assist employees with varying levels of technical experience.
• Ability to explain technical information clearly and deliver effective employee training.
• Strong organization, documentation, project coordination, and independent follow-through.
• Ability to manage competing priorities, coordinate business owners and vendors, and handle confidential information with sound judgment.

Educational & Experience Requirements

• At least three years of hands-on CRM administration experience, including substantial experience administering and optimizing HubSpot.
• Demonstrated experience configuring and maintaining HubSpot workflows, properties, pipelines, permissions, segmentation, dashboards, and reports.
• Experience supporting CRM implementations, integrations, data migrations or cleanup, testing, documentation, and end-user training.
• Bachelor's degree in Marketing, Business, Information Systems, Analytics, Operations, or a related field preferred; an equivalent combination of education and relevant experience will be considered.

Preferred Qualifications

• Current HubSpot certifications supported by examples of systems personally built and maintained.
• Experience supporting multiple brands or locations and coordinating implementation partners.
• Experience in equipment dealerships, auctions, logistics, or other B2B businesses.
• Working knowledge of APIs, middleware, HTML, CSS, email deliverability, communication preferences, and marketing attribution.
• Experience with CRM governance, change management, user adoption, and data quality controls.
• Familiarity with sales processes, lead lifecycle management, and marketing automation.
• Experience troubleshooting integrations and coordinating technical vendors.
• Familiarity with data privacy, consent management, and email deliverability best practices.

Essential Physical Requirements

This position involves regular use of a computer and standard office equipment, communication with employees and business partners, and work in office and branch environments. Travel to company locations is required for meetings, training, and system support.