Agency Systems Manager

The Agency Systems Manager is responsible for maintaining, configuring, and continuously improving VisionPoint’s operational systems-ensuring data accuracy, streamlined processes, and a friction-free experience for internal teams. This role is central to keeping our tech stack running smoothly, actively managing bugs and improvements, and delivering clear, actionable revenue operations reporting.

This position owns the integrity and clarity of VisionPoint’s operational data. They will manage cross-system workflows, respond to automation issues and QA needs, implement updates as software evolves, ensure accuracy in reporting, and maintain up-to-date documentation for key company-wide processes.

The ideal candidate is highly organized, technically adept, and energized by improving systems that directly support both client and agency success. The Agency Systems Manager reports directly to the Chief Financial Officer and partners closely with the Senior Director of Client Operations, Chief Client Officer, COO, Service delivery leaders, and the broader Client Operations team. Together, they streamline processes, enhance efficiency, deliver clean reporting, and support the agency’s growth. This role requires a proactive approach to identifying system improvements and a strong ability to develop and implement solutions.

What You’ll Do

Systems Administration & Process Management

• Serve as the champion and primary administrator of VisionPoint’s internal systems and operational platforms.

• Maintain and optimize VisionPoint’s project management platform (ClickUp), CRM (HubSpot), and other agency tools-including building dashboards and widgets-to ensure clean data, clear structure, and ease of use across teams.

• Administer system permissions, templates, views, workflows, and automations to drive operational consistency and efficiency.

• Lead user training and ongoing support to ensure team members are using systems effectively and consistently.

• Proactively monitor software updates, conduct regular audits, and implement process improvements that enhance clarity, reduce friction, and support a smooth operational experience.

• Maintain system documentation-including SOPs, data standards, templates, and workflow maps-to ensure company-wide clarity and alignment.

• Partner with leaders to govern system structure and ensure changes remain scalable and aligned with agency needs.

RevOps (Revenue Operations) Support

• Support revenue operations by maintaining accurate data flow across CRM, project management, and reporting tools.

• Collaborate with Business Development, Client Experience, Finance, and Client Operations to ensure all revenue, pipeline, forecasting, and utilization data is accurate and consistently captured.

• Build and maintain dashboards and reports that provide insights into pipeline health, client lifecycle data, forecasting accuracy, revenue leaks/opportunities, and operational trends.

• Ensure HubSpot (or related CRM tools) fields, automations, and workflows stay updated and aligned with evolving agency processes.

• Provide QA for revenue-related data, identifying gaps, discrepancies, or broken workflows before they affect forecasting or reporting.

• Support the development and maintenance of rate-card, scoping, and resourcing tools that drive predictable and accurate revenue management.

• Assist with integrations (e.g., HubSpot * ClickUp) to support smooth handoffs between new business, onboarding, client delivery, and billing.

Resourcing & Client Project Support

• Sweep system and projects to flag potential risks, errors, or flags - ensuring data accuracy and consistency

• Collaborate with the Senior Director of Client Operations and senior leaders across the agency to maintain accurate, up-to-date resourcing views.

• Flag upcoming resourcing constraints and assist in determining solutions that balance team capacity, client expectations, and project timelines.

Reporting, Documentation & Team Collaboration

• Develop and maintain reports, dashboards, and workflow documentation for internal teams and client-facing needs.

• Partner with Client Operations, Client Experience, and SMEs to ensure smooth task assignments, process alignment, and workflow management.

• Support operational analysis by identifying trends, risks, or areas where process updates could improve efficiency or accuracy.

• Assist with systems administration tasks and special projects as assigned, including cross-department initiatives aimed at improving operational rigor and clarity.

• Bachelor’s degree in marketing, finance, business, information systems, operations, or a related field (or equivalent experience).

• 2-4 years of experience in project coordination, operations, revenue operations, or systems administration within an agency or similar fast-paced environment.

• Proficiency with project management and CRM tools , especially ClickUp (required), HubSpot, and Google Workspace, with the ability to learn new platforms quickly.

• Analytically minded , with the ability to interpret data, identify patterns or inconsistencies, and recommend improvements.

• Process-oriented and tech-curious , with a genuine interest in improving operational systems, documentation, and team efficiency.

• AI-enthusiastic, with an interest in leveraging AI and automation tools to improve workflows, enhance reporting, automate routine tasks, and support operational efficiency.

• Exceptional organizational skills and strong attention to detail, particularly when managing data, templates, and process documentation.

• Strong communicator , both written and verbal, able to translate technical updates or process changes into clear, user-friendly language.

• Proactive, autonomous problem-solver who anticipates challenges, troubleshoots issues quickly, and identifies opportunities to streamline workflows.

• Collaborative teammate who builds strong cross-functional relationships and enjoys supporting teams through change.

• Comfortable with ambiguity and able to create clarity and structure in evolving systems and processes.

VisionPoint Marketing is on a mission to become higher education’s most trusted enrollment marketing partner. As a full-service agency, we collaborate with colleges and universities nationwide to strengthen brands, accelerate marketing performance, and drive measurable enrollment growth. Our award-winning work is showcased on national conference stages, but our greatest pride is making life easier-and more successful-for our client partners. Headquartered in Raleigh, NC, we operate as a remote-first company with VisionPointers across every U.S. time zone, while offering hybrid and in-person options for those near our headquarters., We believe culture is a core benefit-not just a buzzword. VisionPoint thrives on passion for higher education, collaborative problem-solving, hard work, and a little fun along the way. We invest in our team members’ growth, well-being, and fulfillment because we know that great work starts with a great culture. That’s why it’s important to us that future team members connect with - and contribute to - our culture (https://www.visionpointmarketing.com/about-us/culture/) . Our communication, collaboration, satisfaction, and growth are largely dependent upon how we all, as individuals, embrace and live out our values. We have a laser focus on knowing, providing solutions for, and advancing higher education because of its transformative power in the world.

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