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 tot his job