CRM Automation Specialist (HubSpot or ActiveCampaign) – Build Full Email + Referral Workflow System

Job Description I run a supportive housing program for homeless seniors and veterans age 65+. We are expanding and need a CRM + email automation expert to fully build and automate our referral partner and resident communication system. All email copy is already written. I need a specialist who can implement, automate, organize, and integrate the entire system so it runs smoothly without daily manual work. ⸻ Project Scope 1. Referral Partner Automation (Agencies, Case Managers, Hospitals, Nonprofits) You will build workflow automation for: • Intro email • Follow-up email • 5-email nurture sequence • Weekly availability email • Monthly partner newsletter • Reactivation email (60 days inactive) You will also: • Import/refine referral partner lists • Build tags • Create segmentation (new partner, active, warm, inactive) • Set up triggers & conditions • Build tracking dashboards so my VA can update statuses ⸻ 2. Resident Waitlist Automation Create an automated workflow for: • Intake → tagging → waitlist funnel • 5-email waitlist nurture sequence • “Opening available” broadcast template ⸻ 3. CRM Pipeline Setup Build simple, clean pipelines for: • Referral Partners • Active Referrals • Residents • Waitlist Example statuses: • New • Contacted • Interested • Referred • Approved • Moved In • Declined / Inactive These should be easy for my VA to update daily. ⸻ 4. Automations + Workflows I need the following: • Tagging • Segmentation • Trigger-based sending • “If no reply → send follow-up” • Automated sequences for both partners & residents • Automation for weekly & monthly messages • Organization and cleanup of lists & fields ⸻ 5. Integrations (as needed) • Intake form • Gmail • Zapier or Make.com • VA workflow tools • Any CRM-specific requirements ⸻ Preferred CRM I am open to your recommendation, but strongly considering: • ActiveCampaign (best for automation power), or • HubSpot (best for CRM simplicity) Please advise which platform fits this scope best. ⸻ Your Qualifications (Required) Please only apply if you have: ✔ Proven CRM automation experience ✔ Experience building multi-step workflows & sequences ✔ Strong knowledge of ActiveCampaign, HubSpot, Zapier or Make.com ✔ Ability to build pipelines, tagging, segmentation & triggers ✔ Experience documenting workflows and training teams ✔ Clean communication and fast turnaround Nice to have (not required): • Experience in housing, social services, healthcare, senior services, or nonprofit workflows ⸻ Deliverables • Fully built CRM automation system • Pipelines, tagging, and all workflows connected • Documentation explaining how everything works • Loom (video) walk-through training for my VA and I • Support for revisions during the build-out • Optional ongoing monthly support (negotiable) ⸻ Budget Open to proposals. This is a fixed-price project with clear deliverables. Please include: • Examples of CRM automations you’ve built • Which CRM you recommend for this project • Your estimated timeline • Any questions you have about the workflow ⸻ To Apply Please begin your reply with the word HAVENS so I know you read this post. Applications without this keyword will not be considered. Looking forward to partnering with a talented automation expert. Apply tot his job Apply To this Job