CRM Specialist

Location: Florida, 1542 Kingsley Avenue Suite 144 Orange Park, FL 32073

Type: Full Time

Experience: At least 3-5 years experience in a similar position. Experience with international company is preferred

Jobs' location is in Orange Park, FL. We accept applications for partial or full remote work.

Record Retrieval Solution is a Florida-based company dealing with online medical records retrieval services.
As our company has been growing rapidly over the past years, we’re looking to develop our marketing organization and better manage sales opportunities and leads with optimized CRM Management capabilities.

The position will be the primary driver of leads and clients management and will have significant responsibility in running the company internal CRM system. This role ensures our CRM system's integrity, effectiveness, and continual optimization.
The CRM Specialist will manage and support our CRM’s daily functions, streamline workflows, and ensure that data is accurate and readily available to enhance our team's and clients' experience.

This role involves quantifying and validating contacts from existing databases, reaching out to target companies and key individuals, and managing the data for targeted marketing campaigns via email and SMS.
This role will be mentored and managed by the marketing manager and an external marketing strategist (fractional CMO, functional reporting).

CORE RESPONSIBILITIES (non-exhaustive list)
CRM Management & Optimization:
Maintain the CRM platform (Scale CRM) to support sales, marketing, and customer support teams.
Regularly evaluate CRM features and implement updates and customizations to meet evolving business needs.
Monitor data integrity and perform routine audits to ensure data accuracy.
Configure the CRM system according to business requirements.
Customize features for lead management, customer tracking, and reporting.
Design a database structure that supports efficient data storage and retrieval.
Integrate existing data sources into the CRM system.
Maintain data integrity through regular updates and quality checks.

Data Management, Analysis & Reporting:
Generate and analyze CRM reports to track customer interactions, sales performance, and campaign effectiveness.
Provide actionable insights to departments based on CRM data.
Data Validation and Updating
Quantify contacts from existing databases.
Requalify and validate contact details to ensure current and accurate data.
Regularly update contact information as needed.

User Support & Training:
Serve as the primary point of contact for CRM-related issues, providing troubleshooting and solutions as needed.
Conduct training sessions for new CRM users and ongoing sessions to update staff on new features and best practices.

Integration & Automation:
Work closely with the marketing team head and CMO to integrate the CRM with other tools and systems (e.g., Zapier, Gravity Forms, WordPress, etc.).
Create and manage automated workflows to enhance efficiency across departments.
Work closely with the team in charge of developing and maintaining the company client interface portal to ensure inter-connexion and bi-directional flow of data between both systems

Documentation & Compliance:
Maintain comprehensive documentation of CRM processes and customizations.
Ensure that CRM usage aligns with relevant data security, privacy regulations, and company policies.

New Data Acquisition and Outreach
Identify target companies, key individuals, and business development opportunities.
Potential contacts can be reached through email , phone, or social media to gather information.
Populate the CRM with new, relevant contact data for future outreach.

Marketing Campaign Preparation
Segment contacts based on various criteria (industry, location, interest).
Prepare and manage targeted marketing campaigns using email and SMS.
Track and report on the success of marketing campaigns.

REQUIREMENTS / QUALIFICATIONS
Education & Experience:
Bachelor’s degree in Marketing, Business Administration, Information Technology, or a related field.
3+ years of experience in CRM management, customer data analysis, or a similar role.

Technical Skills:
Proficiency in CRM platforms, preferably Scale or similar (e.g., Salesforce, HubSpot).
Solid understanding of CRM customization, database structures, and data integration techniques.
Familiarity with integration, API use and automation tools such as Zapier, Gravity Forms, and WordPress.
Knowledge of data management and reporting tools; experience in generating actionable insights.
Basic knowledge of HTML, SQL, or data manipulation is a plus.

Data Management & Analytical Skills:
Strong experience in maintaining data integrity, validating contacts, and managing large datasets.
Ability to analyze CRM data and generate insights to drive marketing and sales strategies.
Experience with segmenting contact lists and managing targeted marketing campaigns.

Communication & Training Skills:
Strong verbal and written communication skills for collaborating with cross-functional teams with the ability to explain technical details to non-technical team members.
Experience in providing CRM user support, conducting training, and documenting processes.

Project Management & Problem-Solving Skills:
Demonstrated organizational and time management skills, with the ability to prioritize tasks effectively.
Proactive in troubleshooting, with a strong ability to identify issues and implement solutions.

Compliance & Documentation:
Understanding of data privacy regulations (e.g., HIPAA) and experience ensuring CRM compliance.
Ability to maintain accurate, detailed documentation of CRM configurations and processes.
Knowledge of medical records or healthcare industry practices is a plus.

Marketing Campaign Experience:
Hands-on experience in preparing and managing email and SMS marketing campaigns.
Familiarity with campaign performance metrics and ability to track and optimize outreach effectiveness.

Soft Skills:
Detail-oriented with a commitment to data accuracy and quality.
Team-oriented mindset and ability to work effectively with sales, marketing, and customer support departments.
Self-motivated and adaptable to evolving CRM requirements and system enhancements.

Benefits:
Paid time off
Paid holidays

Schedule:
8 hour shift

Work location:
Work Location: on site / partial remote / full remote accepted

ABOUT Record Retrieval Solutions:

Based in Florida and having developed strategic relationships with record management leaders and governing institutions across the United States, such as CIOX, MRO, and Scan-STAT, our record retrieval expertise spans the nation.

As innovators of the medical record retrieval industry, with over 30 years of experience, we empower our employees to evolve with us and remain at the forefront of the record retrieval industry.

At RRS, we are constantly working to build positive relationships both internally and externally, as we believe quality relationships are the cornerstone of any successful business. Recruiting people who understand our values, are able to enhance our team dynamics, and work well with our clients is our top priority.

Our company culture is driven by principles such as initiative-taking, relationship-building, and continuous learning and growth. We are looking for self-starters who are constantly pushing themselves forward to succeed. If you are motivated to learn, have a can-do attitude, and identify with our values and company culture, then please reach out to us — our team may be the perfect fit for you.

For more information about us, please consult:

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