HubSpot Specialist for NDIS Service Automation

Job Title
HubSpot CRM & Automation Specialist (NDIS Employment Services Setup)

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Job Description

We are seeking an experienced HubSpot CRM and Automation Specialist to fully set up and optimise HubSpot for our growing NDIS employment coaching organisation, Leafe’s.

We are building a structured, automation-driven system that includes:
• Participant intake workflows
• AI-based coach assignment logic
• Capacity monitoring
• Automated onboarding
• Recruitment trigger workflows
• CRM pipelines for participants and recruitment
• Email automation and task automation
• Reporting dashboards

This is not a basic CRM setup. We require someone confident in building scalable, intelligent workflows that reduce manual administration and support organisational growth.

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Scope of Work

The successful freelancer will:
• Set up and customise HubSpot properties
• Build participant intake automation
• Create AI-driven assignment workflows
• Design capacity monitoring logic
• Set up recruitment trigger automation
• Build participant pipeline stages
• Create and structure a recruitment pipeline
• Configure automated emails and internal notifications
• Create dashboard reporting
• Optimise CRM structure for NDIS employment services
• Integrate Jotform and Calendly
• Advise on best-practice workflow architecture

Highly regarded (but not mandatory):
• Experience integrating ChatGPT or AI into workflows
• Experience with Zapier
• Experience integrating Xero

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About Us

Leafe’s provides employment coaching and capacity-building support to NDIS participants. Our services focus on:
• Resume development
• Interview preparation
• Workplace readiness
• Confidence building
• Supported employment pathways

We are building a technology-enabled, automation-focused service model designed to scale efficiently while maintaining high-quality participant support.

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Ideal Freelancer
• Proven experience building advanced HubSpot workflows
• Strong CRM architecture and automation experience
• Experience with service-based businesses
• Clear communication skills
• Ability to structure systems logically and efficiently
• Experience with NDIS or employment services is an advantage

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Project Type

Fixed price preferred (open to hourly for the right expert).
Clear milestones required.

Ongoing optimisation work available for the right person.