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Role Overview

About BBD Boom

BBD Boom is a specialist HubSpot growth agency, delivering marketing, sales, and service projects for ambitious clients. We run multiple projects and retainers in parallel and rely on strong project administration and traffic management to deliver consistently high-quality work.

Role Overview

The HubSpot Project Administrator will be responsible for the day-to-day administration, scheduling, and traffic management of HubSpot projects and retainers, using Teamwork.com as the core project management system.

This role is highly operational and system-focused. A significant portion of the role will be spent working directly in Teamwork.com to ensure projects are fully planned, tasks are up to date, workloads are balanced, and delivery stays on track.

Key Responsibilities

Project Administration (Teamwork.com)

• Own the administration of projects within Teamwork.com, ensuring:
  
  • All tasks are created, structured, and clearly defined

• • Start and end dates are fully scheduled

• • Dependencies, timelines, and milestones are accurately mapped

• • Time estimates are realistic and maintained

• Keep project plans continuously up to date as work progresses or priorities shift
  
  

Scheduling & Traffic Management

• Use Teamwork.com to schedule tasks against team availability
• Monitor team capacity across multiple projects to:
  
  • Identify workload imbalances or capacity constraints

• • Flag risks to delivery early

• Actively support traffic management by:
  
  • Reassigning tasks where appropriate

• • Adjusting schedules to help meet deadlines

• • Ensuring work is evenly distributed across the team

Capacity & Resource Planning

• Maintain a clear, ongoing view of team capacity across all active projects and retainers, using Teamwork.com as the central source of truth.
• Collaborate closely with project leads and delivery teams to:
• Plan and allocate upcoming work based on real-time capacity data
• Adjust resource assignments proactively when priorities shift or new constraints pop up

Essentially, you'll be the go-to person for making sure that people, tasks, and timelines all line up as smoothly as possible—without just repeating the scheduling bits we covered before.

Retainer Oversight & Reporting

• Support the administration of HubSpot support retainers
• Prepare and send end-of-month retainer updates, summarising:
  
  • Work completed

• • Progress against agreed scopes

• • Any risks, blockers, or upcoming priorities

• Send a weekly Friday Client roundup outlining:
  
  • What’s been achieved during the week

• • What’s scheduled for the following week

Communication & Coordination

• Act as a central coordination point between delivery teams and project leads
• Ensure Teamwork.com remains the single source of truth for project status
• Proactively highlight risks, delays, or resourcing challenges
  
  

Skills & Experience

Essential

• Proven experience in project administration, traffic management, or project coordination.
• Comfortable spending a significant portion of your time updating and managing tasks in a project management system (like Teamwork.com or similar tools).
• Excellent organizational and time management skills, with a strong eye for detail.
• Confidence in managing not just your own workload, but also helping to keep team workloads balanced and on track.
• Strong written communication skills for both internal team updates and client-facing summaries.
• A methodical, detail-oriented approach that helps keep things running smoothly, even with multiple priorities on the go.
• A level-headed, friendly team player who’s motivated by helping others succeed.

Highly Desirable

• Experience working in a busy agency environment.
• Familiarity with HubSpot implementation projects or ongoing support retainers.