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Responsibilities
About the Role:
- We are looking for a detail-oriented, reliable, and efficient Data Virtual Assistant to support a U.S.-based business with CRM management, contact research, and database maintenance.
- The client recently transitioned from spreadsheets to HubSpot and needs someone who can confidently manage contact and company records, maintain accurate data, and conduct research to fill in missing or outdated information.
- The ideal candidate has hands-on experience with HubSpot, RocketReach, and AI tools such as Claude and can work independently while maintaining accuracy and productivity.
HubSpot CRM & Data Management:
- Manage and maintain contacts, companies/accounts, and deals in HubSpot.
- Review and update records migrated from spreadsheets.
- Clean and organize contact databases, including identifying duplicates and outdated information.
- Update contact details, company information, and related CRM records.
- Ensure data consistency, completeness, and accuracy.
- Maintain organized contact lists and support ongoing CRM improvements.
Contact Research & Data Enrichment:
- Use RocketReach and other approved research tools to locate missing or updated contact information.
- Investigate hard-bounced email addresses and research alternative verified contact details.
- Enrich existing contact lists with relevant information, including names, job titles, company details, and business contact information.
- Research and build new prospect lists based on client requirements.
- Cross-check information from reliable sources before updating CRM records.
- Maintain accurate records of research findings and completed updates.
AI-Assisted Research & Data Updates:
- Use Claude or similar approved AI tools to streamline research and repetitive data tasks.
- Assist with organizing, formatting, and categorizing contact information.
- Identify opportunities to improve efficiency through AI-assisted workflows.
- Review and verify AI-generated results before updating HubSpot.
- Follow company guidelines when handling confidential business and contact information.
Data Quality & Productivity:
- Monitor records for missing, duplicate, or outdated information.
- Keep track of completed research and database updates.
- Provide clear progress reports on assigned tasks.
- Work independently and prioritize accuracy without unnecessary delays.
- Maintain transparency and honesty in time reporting and task completion.
- Handle client systems, login credentials, and business information responsibly.
Qualifications:
- At least 1-2 years of experience in data management, CRM administration, lead research, or a similar virtual assistant role.
- Hands-on experience with HubSpot CRM is required, particularly contacts, companies, and deals.
- Experience using RocketReach or similar contact research tools.
- Strong skills in contact research, database cleanup, and data enrichment.
- Proficiency in Google Sheets and Microsoft Excel.
- Comfortable using Claude, ChatGPT, or similar AI tools to improve productivity.
- Strong attention to detail and ability to verify information accurately.
- Excellent organizational and time management skills.
- Ability to work independently with minimal supervision.
- High level of integrity, confidentiality, and accountability when handling client data and system access.
Preferred Qualifications:
- Experience migrating or cleaning spreadsheet data in HubSpot.
- Familiarity with email bounce management and contact verification.
- Experience building B2B prospect lists.
- Knowledge of CRM data quality practices, duplicate management, and contact segmentation.
- Experience using AI tools to accelerate data research and maintenance.
Ideal Candidate:
- We are looking for someone who is accurate, resourceful, trustworthy, and efficient.
- You should know how to research missing information, maintain clean CRM records, and use available tools to complete tasks without unnecessary delays.
- We value candidates who focus on producing quality results rather than simply logging hours.
- You must also be comfortable handling confidential information and using company systems responsibly.
How to Apply:
- Applicants with direct experience managing HubSpot databases and researching business contact information will be prioritized.
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