Systems Specialist - Business Platforms & Integrations

J. Awan & Partners

Mission / Purpose of the Role
We are seeking a senior, hands-on Systems Specialist to own the technical design, configuration, integration, and long-term integrity of the group's internal business platforms.
This is a deeply technical individual contributor role, reporting directly to the CTO. The role focuses on building and maintaining production-grade internal systems, with HubSpot as the primary operational platform, while also owning the configuration, integration, and governance of all other internal platforms including ClickUp, Xero, Joiin, and SharePoint.
The Systems Specialist ensures platforms operate as one coherent system: scalable, reliable, auditable, well-documented, and aligned with operational and financial governance. A core objective of this role is to reduce reliance on external vendors through strong internal system ownership.

This Role is NOT For

• Configuration-only specialists who rely on drag-and-drop tools without understanding underlying architecture
• Candidates who depend heavily on external vendors or consultants to deliver technical work
• CRM administrators without integration development or API experience
• Anyone who views documentation as optional or "something to do later"

12 18 Month Mission Outcomes ( What Success Looks Like )

• You will be measured against these concrete outcomes:
• Deliver stable, production-grade core platforms
• Documented architecture, SOPs, 99% uptime
• Establish reliable system integrations
• Live, monitored integrations between HubSpot, ClickUp, Xero, Joiin, SharePoint
• Improve data accuracy and governance
• Data accuracy 95%; regular audit and reconciliation cycles
• Reduce vendor dependency
• 40% reduction in reliance on external consultants
• Enable leadership reporting confidence
• Executive dashboards trusted as single source of truth
• Complete documentation suite
• All systems documented; onboarding guide complete and tested

Key Responsibilities

Core Business Platforms Ownership

• Own the end-to-end technical architecture of all internal business platform
• Configure, optimise, and govern platforms to work cohesively as a single system
• Define and enforce clear source-of-truth rules across systems
• Ensure systems are scalable, maintainable, and understandable by others

HubSpot (Primary Operational Platform)

• Design and implement HubSpot CRM architecture including:
• Standard and custom objects (Contacts, Companies, Deals, Tickets, Custom Objects
• Associations and data relationships
• Property schema design and validation rules Configure and govern pipelines across sales, delivery, and support
• Build advanced workflow automation including cross-object workflows, branching logic, data normalization, and deduplication
• Design inbound data capture (forms, mappings, validations)
• Build cross-object reports and executive dashboards

Systems Integrations & Data Flows

• Design, build, and maintain integrations between:
• HubSpot and ClickUp (deal-to-project workflows)
• HubSpot and Xero (billing, invoicing, financial status)
• HubSpot and SharePoint (document governance)
• Dependencies supporting Joiin financial consolidation
• Use native connectors where appropriate and REST APIs/webhooks where required
• Implement monitoring, error handling, retries, and reconciliation logic
• Diagnose and resolve integration and data consistency issues

Automation & Technical Development

• Write and maintain automation and integration logic (JavaScript)
• Build custom code actions and API-driven workflows
• Manage structured data imports and transformations (JSON, CSV)
• Operate sandbox vs production environments with controlled releases and rollback procedures

Financial & Governance Alignment

• Ensure operational systems align with finance, reporting, and audit requirements
• Define billing triggers, invoice lifecycle logic, and reporting flows
• Maintain role-based access control across platforms
• Apply disciplined change control and release management practices

Mandatory artefacts include:

• System architecture diagrams (current state and target state)
• Data models and source-of-truth definitions
• Integration flow diagrams with error handling logic
• Workflow and automation logic documentation
• Release, rollback, and incident response procedures
• System SOPs and configuration documentation

Documentation quality and completeness are formal performance requirements and are reviewed regularly. This role creates institutional system ownership, not dependency on individuals.

Non-Negotiable Requirements

• 7 10 years' experience in systems implementation, CRM engineering, or integrations
• Proven, hands-on experience implementing and re-architecting HubSpot or equivalent CRM platforms
• Strong experience with REST APIs, webhooks, and platform integrations
• JavaScript for automation, integrations, and data transformation
• Experience integrating operational platforms with financial systems (e.g., Xero, consolidation tools)
• Strong discipline around documentation, change control, and governance
• Workflow automation and data modelling experience
  
  

Education

• Bachelor's degree in IT, Engineering, Information Systems, or related field (or equivalent demonstrated experience)

Profile We're Looking For

• Takes end-to-end ownership of systems and outcomes doesn't wait to be told what to do
• Thinks in systems and data flows, not individual tools
• Builds robust, readable, maintainable solutions not "clever" ones
• Comfortable operating in regulated, high-accountability environments
• Able to clearly explain technical decisions to non-technical stakeholders
• Values clarity, execution, and long-term maintainability over speed or shortcuts
• Demonstrates professional maturity when handling confidential and financial data