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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
Initial Application
Spark Hire One-Way Video Interview
Video Interview with Pavago Recruiter
Client Interview
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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