Operations Associate – HubSpot CRM, Deal Pipeline & Excel Reporting | Remote

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 a highly organized Operations Associate to keep a high-value deal pipeline accurate, structured, and consistently 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, HubSpot CRM management, reporting, deal coordination, and consistent follow-through.

You’ll own the operational details behind long, 6–12 month deal cycles, ensuring every opportunity, follow-up, next step, meeting, and task is properly tracked and completed.

If you’re experienced with HubSpot, comfortable with Excel, and naturally make 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 within 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, complete, and current
• Maintain clean:
• Notes
• Tasks
• Deal stages
• Follow-up dates
• Next actions
• Flag urgent, stalled, or unattended opportunities for leadership
• Ensure no deal or important communication is overlooked
• Monitor overdue tasks and outstanding actions
• Keep leadership informed of priorities and next steps
• Maintain reliable pipeline visibility at all times

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
• Organize deal information so it is easily accessible to leadership
• Provide administrative and operational support throughout deal execution

Requirements

• Hands-on experience with HubSpot, including:
• Deal tracking
• CRM updates
• Tasks
• Follow-ups
• Pipeline management
• Intermediate Microsoft 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 across long deal cycles
• Strong execution discipline and reliability
• Ability to manage multiple opportunities, tasks, and deadlines simultaneously
• Ability to work during U.S. Eastern Time (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
• Experience supporting long-cycle transactions or opportunities

Tools & Technology

HubSpot | Microsoft Excel | Google Sheets | Calendar & Scheduling Tools | Internal Deal Tracking Systems

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Are exceptionally organized and detail-oriented
• Follow through without needing repeated reminders
• Are comfortable managing high-volume, repetitive follow-ups
• Notice when deals, tasks, or communications are becoming stale
• Enjoy maintaining clean systems and structured processes
• Communicate professionally and clearly in writing
• Are dependable with recurring operational work
• Proactively flag issues instead of waiting for someone else to notice them
• Take ownership of tasks through completion
• Understand that small operational details can have a significant impact on long-cycle deals

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 professional follow-ups, update deal stages and notes, maintain Excel and Google Sheets trackers, coordinate meetings, organize deal information, and prepare reports or materials for leadership.

You’ll also regularly review the pipeline for opportunities that have stalled and proactively ensure 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.

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
• Accuracy of Excel and Google Sheets trackers
• Smooth meeting and deal coordination
• Leadership confidence in pipeline visibility and operational execution

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
• Hands-on experience with HubSpot and deal operations
• Fully remote opportunity for candidates in South Africa and Latin America
• Career growth opportunities into:
• Deal Operations
• CRM Operations
• Business Operations
• Executive Operations
• M&A / Transaction Support

Interview Process

1. Initial Application
2. Spark Hire One-Way Video Interview
3. Video Interview with Pavago Recruiter
4. Client Interview
5. Offer & Background Verification

Spark Hire Video Interview – Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you’re highly organized, experienced with HubSpot CRM, comfortable working in Excel and Google Sheets, 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, accurately tracked, and consistently moving forward.

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