Agency Systems Manager

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November 15

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VisionPoint Marketing

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Education • Enterprise • Media

VisionPoint Marketing is a marketing services company focused on providing enrollment marketing, brand, and CRM solutions for higher education institutions. The company helps universities, community colleges, graduate, and online programs with strategies to increase enrollment, improve brand perception, and reach new target audiences. Their services include CRM consultation, media, SEO, and creative solutions, aimed at helping educational institutions achieve their primary and pressing goals. VisionPoint Marketing is recognized by Google and Slate as premier and preferred partners, demonstrating their influence and capability in the marketing sector.

51 - 200 employees

📚 Education

🏢 Enterprise

📱 Media

📋 Description

• Serve as the champion and primary administrator of VisionPoint’s internal systems and operational platforms • Maintain and optimize VisionPoint’s project management platform (ClickUp), CRM (HubSpot), and other agency tools to ensure clean and consistent data • Administer system permissions, templates, views, workflows, and automations to drive operational consistency and efficiency • Lead user training and ongoing support to ensure team members are using systems effectively • Proactively monitor software updates, conduct regular audits, and implement process improvements • Maintain system documentation—including SOPs, data standards, templates, and workflow maps • Partner with leaders to govern system structure and ensure changes remain scalable and aligned with agency needs • Support revenue operations by maintaining accurate data flow across CRM, project management, and reporting tools • Collaborate with Business Development, Client Experience, Finance, and Client Operations • Build and maintain dashboards and reports that provide insights into pipeline health, client lifecycle data, forecasting accuracy, revenue leaks/opportunities, and operational trends • Ensure HubSpot fields, automations, and workflows stay updated and aligned with evolving agency processes • Provide QA for revenue-related data • Support the development and maintenance of rate-card, scoping, and resourcing tools • Sweep system and projects to flag potential risks, errors, or flags • Collaborate with the Senior Director of Client Operations and senior leaders across the agency to maintain accurate, up-to-date resourcing views • Develop and maintain reports, dashboards, and workflow documentation for internal teams and client-facing needs • Support operational analysis by identifying trends, risks, or areas where process updates could improve efficiency or accuracy.

🎯 Requirements

• Bachelor’s degree in marketing, finance, business, information systems, operations, or a related field (or equivalent experience) • 2–4 years of experience in project coordination, operations, revenue operations, or systems administration within an agency or similar fast-paced environment • Proficiency with project management and CRM tools , especially ClickUp (preferred), HubSpot, and Google Workspace • Analytically minded , with the ability to interpret data, identify patterns or inconsistencies, and recommend improvements • Process-oriented and tech-curious , with a genuine interest in improving operational systems, documentation, and team efficiency • AI-enthusiastic, with an interest in leveraging AI and automation tools to improve workflows, enhance reporting, automate routine tasks, and support operational efficiency • Exceptional organizational skills and strong attention to detail • Strong communicator , both written and verbal • Proactive, autonomous problem-solver who anticipates challenges, troubleshoots issues quickly, and identifies opportunities to streamline workflows • Collaborative teammate who builds strong cross-functional relationships and enjoys supporting teams through change. • Comfortable with ambiguity and able to create clarity and structure in evolving systems and processes.

🏖️ Benefits

• health, dental, vision insurance • matching 401k • paid time off