CRM & Lifecycle Marketing Coordinator

Summary

The CRM & Lifecycle Marketing Coordinator will keep Topstep's CRM instance clean, organized, and running smoothly. This role owns the day-to-day operational health of the CRM: database hygiene, subscription management, folder and file organization, campaign setup and tracking, and QA, and will provide hands-on execution support for lifecycle and evergreen email programs.

The ideal candidate is highly organized, detail-obsessed, and comfortable owning recurring, process-driven work. You're curious about marketing technology and enjoy exploring and standing up new tools, and you take pride in a well-maintained system that others can rely on. You will work closely with the Sr. Lifecycle & CRM Marketing Lead and collaborate with Creative and QA partners to keep lifecycle communications running without a hitch

Key Responsibilities

CRM Platform & Database Management

• Keep contact lists clean and healthy: merge duplicate records, process unsubscribes/unbounce requests, and audit subscription and preference center settings to ensure they work as intended.
• Maintain the folder structures and naming conventions for content, creative, and file assets within HubSpot so teams can find what they need.
• Explore and evaluate new HubSpot tools and features as they roll out (e.g., AI features, surveys, HubDB, ASO) and lead hands-on setup and configuration.
• Serve as the go-to owner for day-to-day CRM hygiene and platform upkeep.

Campaign & Lifecycle Execution Support

• Support lifecycle and evergreen email programs by monitoring for breaks or errors, tracking send volume, and flagging opportunities for improvement.
• Set up and configure campaigns in the CRM to ensure proper tracking and attribution of email performance.
• Partner with QA teams to run pre-send testing (rendering, links, personalization tokens, deliverability) across lifecycle and campaign emails.

Cross-Functional Collaboration

• Work closely with Engineering, Marketing Operations and Analytics teams.
• Coordinate with Creative and Brand partners on asset intake, organization, and file handoffs.
• Support QA and testing partners to ensure every send meets quality standards before launch.

Required Qualifications and Key Competencies

• 3+ years of experience in email marketing operations, CRM administration, or marketing operations.
• Highly detail-oriented and organized, with a strong sense of ownership over recurring, process-driven work.
• Experience with database hygiene practices such as deduplication, list segmentation, and subscription/preference management.