Operations Associate (HubSpot CRM, Deal Pipeline & Excel Reporting) – Remote | EST Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Eastern Time (EST)
Location: South Africa or Latin America

About the Role

At Pavago, one of our clients is hiring an Operations Associate to keep a high-value deal pipeline organized, accurate, and moving forward.

This is not a traditional finance, investment banking, or sales role. You won’t be responsible for complex financial modeling, sourcing deals, or hitting sales quotas.

Instead, your focus will be on execution, organization, CRM management, reporting, and consistent follow-through.

You’ll own the operational details behind long deal cycles—making sure every opportunity, follow-up, next step, meeting, and task is properly tracked and completed.

If you’re the kind of person who keeps systems clean, follows up without being reminded, and makes sure nothing falls through the cracks, this role is a strong fit.

What You’ll Own

Deal Pipeline & HubSpot Management — 50%

• Own and maintain the deal pipeline in HubSpot CRM
• Track:
• Inbound interest
• Responses
• Follow-ups
• Deal stages
• Next steps
• Manage consistent follow-up across 6–12 month deal cycles
• Keep CRM records accurate and up to date
• Maintain clean:
• Notes
• Tasks
• Deal stages
• Follow-up dates
• Next actions
• Flag urgent or stalled opportunities for leadership
• Ensure no deal or important communication is overlooked
• Keep leadership informed of priorities and outstanding actions

Deal Execution & Operations Support — 50%

• Maintain and update Excel and Google Sheets deal trackers
• Organize raw information into clear:
• Summaries
• Reports
• Graphs
• Visuals
• Support the preparation and organization of:
• Pitch materials
• Client-facing documents
• Internal deal materials
• Coordinate meetings, calendars, and deal-related calls
• Track action items and ensure timely completion
• Provide general administrative and operational support related to deal execution

Required Experience & Skills

Must-Have

• Hands-on experience with HubSpot, including:
• Deal tracking
• CRM updates
• Tasks
• Follow-ups
• Pipeline management
• Intermediate Excel / Google Sheets skills, including:
• Formatting
• Templates
• Basic data handling
• Reporting
• Strong written English communication skills
• Ability to independently manage professional follow-ups
• Excellent attention to detail and organizational skills
• Comfortable managing repetitive follow-ups over long deal cycles
• Strong execution discipline and reliability
• Ability to work during EST business hours
• Must be based in South Africa or Latin America

Nice to Have

• Exposure to:
• Finance
• M&A
• Investment banking
• Deal-based environments
• Experience supporting founders or senior executives
• Familiarity with pitch decks and client-facing materials
• Experience creating simple charts and data visualizations
• Familiarity with HubSpot workflows or CRM automation

What Makes You a Strong Fit

• You’re exceptionally organized and detail-oriented
• You follow through without needing repeated reminders
• You’re comfortable managing high-volume, repetitive follow-ups
• You notice when deals, tasks, or communications are becoming stale
• You enjoy maintaining clean systems and structured processes
• You communicate professionally and clearly in writing
• You’re dependable with recurring operational work
• You proactively flag issues instead of waiting for someone else to notice them

What a Typical Day Looks Like

You’ll start by reviewing HubSpot for new activity, overdue tasks, outstanding follow-ups, and deals requiring attention.

Throughout the day, you’ll send follow-ups, update deal stages and notes, maintain Excel trackers, coordinate meetings, organize deal information, and prepare reports or materials for leadership.

You’ll also review the pipeline for anything that has stalled and proactively make sure the appropriate next step happens.

In short: you keep the deal pipeline clean, organized, and moving so leadership never has to chase updates or wonder what happens next.

What Success Looks Like

• HubSpot remains clean, structured, and consistently updated
• Follow-ups happen on time without reminders
• No deal, task, or important communication is missed
• Deal trackers and reports remain accurate
• Leadership has clear visibility into priorities and next steps
• Meetings and deal-related coordination happen smoothly
• Long-cycle opportunities receive consistent follow-through

Key Metrics for Success

• CRM data accuracy and completeness
• Percentage of follow-ups completed on time
• Number of overdue or missed tasks
• Deal pipeline accuracy
• Reporting accuracy and timeliness
• Reduction in stale or unattended opportunities
• Leadership confidence in pipeline visibility and operational execution

Tools You’ll Use

• HubSpot
• Microsoft Excel
• Google Sheets
• Calendar and scheduling tools
• Internal deal tracking systems

Why This Role Stands Out

• No sales quotas or sourcing targets
• No complex financial modeling
• Clear, structured responsibilities and measurable outcomes
• High ownership of a valuable deal pipeline
• Direct exposure to leadership and high-value transactions
• Opportunity to develop experience across:
• Deal Operations
• CRM Operations
• Business Operations
• Executive Operations
• M&A / Transaction Support

Interview Process

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Client Interview
4. Offer & Background Verification

Apply Now

If you’re highly organized, experienced with HubSpot, comfortable working in Excel, and relentless about following through until every task is complete, we’d love to hear from you.

Apply today and become the operational engine that keeps high-value deals organized and moving forward.

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