Viva Benefits HubSpot Data Specialist Remote · Contractor Company website

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Viva is a network of affordable housing that offers families a set of benefits, including access to health, education, and financial resources. As one example, Viva offers families access to FREE cash - worth more than $5,000 - to help accelerate the transition to homeownership. We are creating equity for all through housing.

About the Role

We are hiring a HubSpot Data Specialist to own our monthly Resident Demographic Report (RDR) reconciliation end to end, along with the HubSpot data, reporting, and administration work that supports our Community Success (CS) and Product teams.

Each month, rent rolls arrive from numerous property managers across our portfolio. You will reconcile each one against our HubSpot contact records, resolve discrepancies, build clean import files, import them, and run post-import QA. A documented SOP governs the process, and a portion of the work happens in Claude, which supports the heavier reconciliation steps alongside our internal automation.

Resident data reaches us from dozens of property management systems, each with its own formats and conventions, so reconciling it is detailed, exacting work: names and records need careful matching, contact details need verification and cleanup, and lease information sometimes differs between sources.

None of this is difficult in isolation.; the challenge is doing it accurately, at volume, every month.

A significant share of your month will be spent in the "Needs Review" portion of each reconciliation, making judgment calls that cannot be automated. When the records cannot answer a question (for example: whether two similar records are the same resident, whether a changed last name reflects a marriage or a typo) you will ask a Community Success Manager (CSM) who owns that community rather than guess. You are also expected to surface questions/insights derived from the data before anyone asks: if a new RDR does not include ten residents whose leases do not end for another year, you should flag it for the relevant CSM.

Simply put, we want clean data, on time, that our teams can rely on to do our best work for residents.

What You’ll Be Accountable For

Success in this role is measured by the accuracy and timeliness of our resident data, and by how well the teams that depend on it are served. 

• Data Integrity
• HubSpot accurately reflects who currently lives in each community after every monthly RDR import cycle
• Community Success (CS) and Product teams can confidently use HubSpot as the source of truth for resident and community-level data
• No duplicate contacts, no placeholder data, and no stale lease or unit information
• Move-ins, move-outs, and unit transfers reflected correctly, cycle after cycle
• Reporting Partners Can Trust
• Monthly engagement reporting (via HubSpot) delivered on schedule, with numbers verified
• Methodology problems caught before reports reach a partner, not after
• Reports, dashboards, and segments the CS and Marketing teams can rely on
• Operational Excellence
• Every community reconciled and imported accurately and on schedule
• Discrepancies resolved or escalated, never guessed at
• A documented process that gets more reliable over time
• Cross-Functional Support
• Questions from CS, Product, and Development answered accurately and timely
• Anomalies surfaced to the right owner
• New CSMs have HubSpot access and permissions ready at start, with reporting configured promptly once they've logged in 

What You’ll Do

• Monthly RDR Reconciliation
• Audit incoming rent rolls and HubSpot exports for duplicates, then reconcile the new RDR against the data currently in HubSpot
• Work each "Needs Review" item to a decision, escalating to the owning CSM what the files cannot answer
• Clear placeholder data and resolve lease date conflicts, unit transfers, and household email collisions
• Build the reconciled import file, confirm the reconciliation math, import into HubSpot, and complete post-import QA
• HubSpot Administration
• Create new communities in HubSpot as partnerships are signed, including company records, associations, owners, and properties
• Build and maintain the segments Marketing uses for resident email campaigns, and the segments the CS team uses for resident outreach
• Maintain custom properties and keep the underlying data structure clean
• Support new CSM onboarding in HubSpot as the technical second line: create reports for new team members, prepare their onboarding quiz materials, populate test contacts in HubSpot, and answer HubSpot questions as they arise
• Reporting & Analysis
• Build and maintain the HubSpot reports, dashboards, and dynamic lists the CS team uses, and stand up reporting for new communities
• Run the monthly engagement reporting cycle: export reports, produce household-level numbers and coverage percentages, and assemble the partner-facing reports and decks
• Verify the numbers against source before anything goes to a partner, including checking that no household is counted twice across channels or outcomes
• Raise it when a reporting definition is producing a misleading number, rather than passing the number through
• Team Support & Documentation
• Support the CS team with resident data questions across HubSpot and the RDRs
• Support Product and Development with data pulls and questions as they arise
• Follow the documented SOP closely, improve it where you find it lacking, and document decisions so the reasoning can be followed later

What This Role Requires

This role is best suited for someone who:

• Knows HubSpot well, particularly imports, properties, contact→company associations, lists and segments, and reports & dashboards
• Has genuine attention to detail, eg: ability to notice that a lease start date moved by a year and stopping to ask why
• Holds accuracy at row 400 as reliably as at row 4
• Prefers to flag an ambiguous record rather than resolve it on instinct
• Communicates clearly in writing and is comfortable reaching out to colleagues with questions
• Is comfortable working alongside AI tooling (specifically Claude) inside a documented process
• Can tolerate, and ideally enjoys, repetitive, exacting work on a deadline with messy inputs

Rent rolls arrive in the first week of each month. The first two weeks are the crunch: heads-down, high-volume, detail-intensive, and time-sensitive. We need someone who can lean into that window. The back half of the month is steadier and more varied, weighted toward reporting, CSM data support, segment maintenance, and new community setup.

This is not a role for someone who needs variety month to month, who is looking for a marketing or strategy position, or who loses accuracy when work becomes monotonous. The value created here comes from executing an exacting process correctly and consistently, every month, with data that arrives messy.

Required Qualifications

• 2+ years of hands-on HubSpot experience, including contact imports, custom properties, company associations, lists and segments, and reporting
• Strong Excel skills: lookups, pivots, deduplication, and restructuring messy exports into usable form
• Fluent with AI assistants as a working tool; we use Claude and Gemini. You should already be past the experimenting stage and able to describe specific tasks you have handed off, and how you check output.
• Demonstrated experience owning a recurring data process on a deadline
• Strong written communication and comfort escalating questions across teams
• Availability & flexibility during the first two weeks of each month
• High tolerance for repetitive, detail-intensive work

Preferred Qualifications

• HubSpot Academy certifications, particularly CRM Data Migration, Reporting, or Marketing Software
• Experience with HubSpot reporting, dashboards, and metrics beyond basic list views
• Experience with HubSpot ticketing
• Experience setting up agentic AI workflows or agents for specific data tasks 
• Background in property management, multifamily housing, or proptech
• Experience inheriting a messy data set, cleaning it up, and keeping it clean
• Experience working in a startup or fast-changing environment