CRM and Data Administrator

Xterra Health is a fast-moving, mission-driven organization empowering veterans through transparent access to the care, benefits, and support they’ve earned. We are a veteran-focused medical consulting firm that provides nexus letters and disability benefits questionnaires (DBQs) through a network of W-2 and 1099 medical providers, and accurate, well-governed data is what keeps that work reliable.
Veteran and provider volume is growing, and the data and systems underneath that growth need an owner. Our data standards are informal today: duplicate records, inconsistent field use, and access that grew organically all exist.
The CRM and Data Administrator owns day-to-day administration of GoHighLevel, our CRM and scheduling platform, and the quality of the data inside it. This role keeps records accurate, access controlled, and standards documented, and defines, communicates, and enforces the data standard. Workflow and dashboard design stay with Business Intelligence, and technical buildout and integrations stay with the Software team.
This is a role for someone who pairs hands-on CRM administration with sound judgment on data and access, and who can say no to a request and explain why.
Key Responsibilities
Data Integrity
Own the data quality standard for GoHighLevel records, including required fields, naming conventions, tag structure, pipeline stages, and field definitions
Run recurring audits for duplicates, missing fields, and stale records, and correct them or route them to the record owner
Own imports, exports, merges, and bulk updates, with a documented check before and after each one
Maintain a data dictionary that defines every field in use, who owns it, and how it is populated
Access & User Administration
Administer users, roles, permissions, and sub-account settings in line with the Access Restriction policy
Complete onboarding and offboarding access changes the same day they are requested
Review user access on a set schedule and report exceptions to the VP of Operations
Flag any request that would give a user access to veteran health information beyond their role
Data Requests & Team Support
Run intake for data requests, record corrections, and field or tag change requests from team leads, with a clear turnaround standard
Pull lists and extracts for operations, claims, and provider teams, and confirm the logic with the requester before delivering
Answer day-to-day usage questions from the call center and operations teams, and capture repeat questions as documentation
Cross-Functional Coordination & Documentation
Work with the Director of Business Intelligence so the data feeding dashboards is clean and field changes do not break reporting
Work with the Software team on migration and integration work, including data mapping, test records, and validation after cutover
Raise system issues to the right technical owner with enough detail to act on
Write and maintain SOPs for data entry standards, access changes, imports, and data requests
Keep documentation current as the system changes, and name an owner on every document
Required Qualifications

3+ years administering a CRM platform such as GoHighLevel, HubSpot, or Salesforce, with hands-on work in users, permissions, pipelines, and data cleanup
Demonstrated experience with imports, deduplication, merges, and bulk record updates on live data
Strong Excel skills, including lookups, pivots, and comparing large lists
Ability to write clear standards and procedures that other people follow
Comfort working with sensitive personal information and enforcing role-based access
Clear written and verbal communication, including the ability to say no to an access or data request and explain why

Desired Qualifications

Direct experience with GoHighLevel, including Twilio or similar telephony integrations
Experience in healthcare, telehealth, or another HIPAA-regulated environment
Familiarity with Microsoft 365, SharePoint, or Power BI
Experience supporting a CRM migration or platform consolidation
HighLevel Certified Admin credential
Military service or a meaningful connection to the veteran community
Compensation & Benefits

Base salary: $78,000 – $85,000, commensurate with experience
Medical, Dental & Vision: Eligible the first of the month following 30 days; Xterra Health covers 75% of employee premiums
Unlimited PTO, plus 10 paid company holidays
401(k): 100% employer match up to 4% of eligible compensation; immediate vesting; enrollment the first of the month following 90 days