Job Overview:

We are seeking a top-tier Senior BD Operations Manager to serve as the operational engine for a fast-growing Sydney CBD boutique law firm. Moving beyond traditional admin, this remote role focuses entirely on driving a structured, data-driven business development programme. You will own the CRM, manage high-level outreach via HubSpot and Sales Navigator, and ensure no opportunities fall through the cracks. We need someone highly proactive and strategic who can bridge the gap between operations and light sales coordination. This is not a general VA position; there are no timesheets or invoices—only high-stakes BD execution. If you are ready to power a sophisticated growth engine for a firm advising at the highest level, we want to hear from you.

Schedule:

• Monday - Friday, 9:00 AM - 6:00 PM (AEST/AEDT), with 1 hour unpaid break

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Responsibilities:

HubSpot CRM — Data Ownership and Cleansing

You own HubSpot. The database currently holds over 4,000 contacts — many incomplete, duplicated, miscategorised, or stale. Bringing it to a state of commercial accuracy is one of the first and most important tasks in this role.

• Conduct a full audit of all 4,000+ contacts — identify duplicates, gaps, stale records, and miscategorised entries
• Cleanse systematically: merge duplicates, correct titles, fix emails, remove invalid contacts
• Categorise all contacts against defined BD categories and contact types
• Build and maintain all custom contact properties: BD Category, BD Status, Coffee Count, Last BD Meeting Date, Next BD Touch Due, and all others in the programme
• Maintain 92+ active BD contact records with accurate, up-to-date fields at all times
• Monitor and maintain a pipeline of 139+ contacts across 8 categories
• Configure and maintain contact properties, saved views, dashboard reports, and automation workflows
• Ensure the M365/Outlook-HubSpot integration tracks emails to contact records correctly
• Run weekly and monthly BD reports for the Partner

LinkedIn and Sales Navigator — Network Management and Research

The Partner's LinkedIn network exceeds 15,000 connections. This is a significant untapped asset. Your job is to bring structure to it.

• Audit existing LinkedIn connections against the 8 BD categories — identify who belongs in HubSpot and in the programme
• Cross-reference LinkedIn connections with HubSpot — import missing contacts with correct categorisation
• Conduct targeted Sales Navigator searches across all 8 categories to fill pipeline gaps
• Build and maintain named prospect lists in Sales Navigator, one per category
• Export qualified leads to HubSpot via the Sales Navigator-HubSpot integration
• Run a monthly gap analysis per category and build an acquisition plan
• Monitor connection acceptances and message replies — update HubSpot accordingly
• Draft all LinkedIn connection requests and messages in the Partner's voice

Dripify — Outreach Automation

• Build and manage Dripify campaigns for each of the 8 BD categories
• Configure connection request templates and 3-message warm sequences per category
• Monitor active sequences daily — pause when replies come in and alert the Partner
• Update HubSpot BD Status when a contact replies or books
• Track and optimise acceptance and reply rates monthly

Coffee Scheduling — The Core Cadence

The programme runs on 15 coffees per week. You make sure they happen.

• Maintain a master contact tracker per category: Active status, Coffee Count, Last Meeting Date, Next Touch Due — cross-verified against HubSpot at all times
• Run the weekly HubSpot BD dashboard review every Monday: contacts due at 6.5 weeks, first coffees pending, overdue contacts
• Initiate scheduling outreach for every contact due a touch — email, LinkedIn, or calendar link
• Draft all scheduling emails and LinkedIn messages in the Partner's name and voice
• Chase non-responses at 5 business days via an alternative channel
• Confirm all bookings in the Partner's Outlook calendar — protect BD slots from being overridden
• Send 24-hour confirmation reminders before each coffee

Post-Meeting Capture and Follow-Up

• Receive debrief from the Partner after each coffee — via voice note, WhatsApp, or HubSpot note — within the same day
• Log a Meeting activity on the contact's HubSpot record within 24 hours
• Update Last BD Meeting Date, Next BD Touch Due, and Coffee Count immediately
• Update Relationship Temperature as directed
• Create follow-up Tasks in HubSpot for all commitments made
• Draft and send follow-up emails where a specific follow-up was agreed
• Promote the next Pipeline contact immediately when an Active contact is flagged as Inactive

BD Email Management

• Monitor and manage the dedicated BD Outlook inbox
• Draft outbound BD emails in the Partner's voice — scheduling, follow-ups, introductions, event invitations
• Ensure all BD emails are tracked to the correct HubSpot contact record
• Handle responses to coffee invitations — confirm, reschedule, or manage polite declines

Team Support — List Building and Research

• Build targeted contact lists for other fee earners using the same Sales Navigator methodology
• Research individual contacts ahead of meetings: firm background, recent activity, relevant connections
• Assist Marketing with HubSpot list segmentation for mail-outs, event invitations, and campaigns
• Support onboarding of new contacts identified by other team members

AI Tools — Intelligent Execution

• Use Claude, ChatGPT, and Gemini to draft outreach emails, LinkedIn messages, and follow-up notes — then refine to match the Partner's voice and the recipient's seniority
• Use AI to research contacts, summarise firm backgrounds, and identify conversation hooks ahead of coffees
• Use AI to build and refine Sales Navigator search strings, HubSpot filter logic, and data cleansing approaches
• Maintain quality control over all AI-generated content — AI is a drafting tool, not a final output

Programme Reporting and Quality Control

• Update the BD Scorecard in HubSpot every Friday
• Prepare a concise weekly BD summary for the Partner — one page maximum
• Flag anomalies: non-responsive contacts, categories below pipeline minimum, scheduling gaps
• Conduct a monthly pipeline health review presented to the Partner
• Coordinate the Annual Programme Reset each January

Non-Negotiable Experience:

• 3+ years hands-on HubSpot experience at advanced user level — contact management, pipelines, custom properties, workflows, saved views, reports, and integrations. Not just data entry — full configuration capability required.
• 3+ years daily use of Microsoft 365/Outlook — calendar management, delegated inbox, and a clear understanding of how HubSpot email tracking works via M365
• 2+ years LinkedIn Sales Navigator experience — advanced searches, lead lists, HubSpot sync
• 2+ years in a BD, sales operations, or client development support role — outreach sequences, pipeline management, relationship cadences
• Demonstrated experience drafting outreach directed at senior B2B professionals: private equity, private credit, banking, law firm partners, or equivalent C-suite/board-level contacts
• Working knowledge of Dripify, Expandi, Phantombuster, or a comparable LinkedIn automation tool
• Active daily use of Claude, ChatGPT, or Gemini as a genuine productivity tool — not occasional use

Technical Skills Required at Hire:

HubSpot:

• Create and manage custom contact properties and property groups
• Build multi-condition saved contact views
• Configure automated workflows: triggers, delays, task creation, field updates, email notifications
• Run and interpret contact reports and dashboard metrics
• Manage the M365/Outlook integration including email tracking and calendar sync
• Use the Sales Navigator integration to import and sync leads
• Perform bulk data operations: import, export, list membership, bulk property edits
• Identify and merge duplicates, clean invalid data, and standardise field values

LinkedIn Sales Navigator:

• Advanced searches using title, company, industry, seniority, keyword, and geography filters
• Save and manage lead lists per category
• Send connection requests and InMail from a managed account
• Monitor connection acceptances and replies
• Sync saved leads to HubSpot via native integration

Dripify (or equivalent):

• Build multi-step campaigns: connection request then follow-up message sequences
• Personalise messages using variable fields
• Monitor acceptance rates, reply rates, and step completion
• Manage multiple campaigns simultaneously

Microsoft 365/Outlook:

• Full calendar management: book meetings, protect slots, send invitations
• Manage a delegated inbox — triage, draft, and send in another person's voice
• Use Outlook rules and folders for BD email organisation

Soft Skills and Character:

• Extreme attention to detail — this role lives or dies on data accuracy
• Self-directed and proactive — manages a weekly cadence without being chased
• Exceptional written English — outreach directed at PE fund managers, private credit directors, GCs, and law firm equity partners must read as intelligent, warm, and credible
• Highly organised with a system-driven approach, not just a to-do list
• Discreet and trustworthy — you will have access to the Partner's LinkedIn, inbox, CRM, and calendar
• Commercially aware — understands who private equity partners, private credit directors, liquidators, and GCs are, and what makes a message worth reading
• Responsive within Sydney business hours

Qualifications:

• Bachelor's degree in Business, Marketing, Communications, or related field preferred — not essential if experience is strong
• Minimum 3 to 5 years in a CRM operations, BD support, or sales/marketing operations role
• HubSpot CRM certifications highly regarded (HubSpot Marketing Software, Sales Software, or CRM Data Management) — not mandatory if equivalent experience is demonstrated
• Fluent in written and spoken English at a high professional standard — writing quality will be assessed during the interview process
• Candidates with HubSpot workflow automation, API integration, or light coding experience (Python, Zapier, Make) are highly regarded, though not required

Side Note:

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are determined by your performance throughout the application process.

Reminder:

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions that fulfill all requirements will receive priority review.