Sales Automation Architect & Outbound Systems Specialist

ABOUT OUR SUBSIDIARY: ZENTRIC AI Zentric AI is an AI consulting firm specializing in the design and deployment of intelligent voice automation workflows for healthcare, real estate, and operationally intensive service businesses. We do not sell software — we deliver operational outcomes. Our sales motion is high-touch and consultative. We are not running mass outreach campaigns. We are building a precision outbound system designed to identify, qualify, and engage decision-makers at small-to-mid-sized businesses who have a documented operational problem we can solve. We are a lean team — CEO, CTO, and one Sales Lead — and we need an expert to build the infrastructure that supports a focused, high-conversion outbound funnel. We are not looking for a generalist. We are looking for someone who has built this before and can execute without hand-holding. --- PROJECT MANAGEMENT Design, build, and hand off a fully integrated outbound sales engine that enables our team to run personalized, deliverability-optimized outreach campaigns targeting high-fit consulting prospects — with all activity automatically synced into HubSpot for pipeline management and reporting. The system must prioritize lead quality over volume. Every component should be built with the assumption that we are reaching senior decision-makers who will not respond to generic outreach. Precision, personalization, and technical integrity are non-negotiable. --- SCOPE OF WORK Technical Email Infrastructure: - Procure and configure one or more secondary outreach domains with full DNS setup including SPF, DKIM, and DMARC records. - Configure sending mailboxes with proper authentication to maximize inbox placement and protect our primary domain reputation. - Implement and manage a structured email warmup protocol using a recognized warmup platform (Instantly, Mailreach, or equivalent) - Establish sending limits, ramp schedules, and health monitoring benchmarks prior to campaign launch Lead Sourcing & Waterfall Enrichment: - Build a Waterfall Enrichment logic framework using Clay and Apollo to identify and verify high-fit prospects across our target verticals (healthcare, real estate, and service businesses) - Configure enrichment waterfalls that pull from multiple data sources sequentially to maximize verified contact coverage without sacrificing data quality - Define and apply Ideal Customer Profile (ICP) filters including company size, industry, geography, technographic signals, and role - Ensure all enriched lead data flows cleanly into HubSpot via API-based CRM syncing with field mapping aligned to our deal stages and custom properties HubSpot CRM Configuration: - Audit and customize HubSpot Sales Hub to support our outbound motion including deal stages, contact properties, lead source tracking, and pipeline views - Configure API-based integrations between Clay, Apollo, and/or Instantly and HubSpot to ensure real-time data sync without manual entry - Build contact segmentation logic, activity logging, and task automation within HubSpot to support sales follow-up workflows - Ensure all outreach activity — opens, clicks, replies, bounces — is captured and attributed correctly within the CRM Outreach Sequences & Conditional Logic Workflows: - Build multi-step outreach sequences in Instantly (or equivalent) with conditional logic workflows that adjust follow-up cadence and messaging based on prospect behavior (opens, clicks, no response, out-of-office replies) - Write or refine sequence copy that reflects our consultative positioning — no bulk spam language, no generic value propositions - Configure agentic outreach triggers where applicable to enable semi-autonomous follow-up based on engagement signals - Build in compliance safeguards including unsubscribe handling and sending frequency caps Handoff & Documentation: - Deliver complete system documentation covering all configurations, integrations, credentials, and workflow logic - Conduct a live team handoff session (recorded) walking our Sales Lead through day-to-day operation of the system - Provide a 30-day operational playbook outlining recommended sending schedules, list refresh cadence, and performance benchmarks to watch --- MILESTONE PAYMENT STRUCTURE This project will be executed and paid in three defined milestones. Milestone payments are released upon deliverable review and approval. Milestone 1 — Technical Foundation Deliverables: - Secondary outreach domain(s) procured and configured - SPF, DKIM, and DMARC DNS records verified and active - Sending mailboxes created and authenticated - Email warmup protocol initiated with documented ramp schedule Payment: To be agreed upon at project start within budget range. --- Milestone 2 — System Build & Integration Deliverables: - HubSpot Sales Hub customized with deal stages, properties, and pipeline configuration - Clay and/or Apollo Waterfall Enrichment logic built and tested - API-based CRM sync active with verified field mapping - Lead source tracking and contact segmentation configured in HubSpot - Initial prospect list enriched, verified, and loaded Payment: To be agreed upon at project start within budget range --- Milestone 3 — Campaign Launch & Team Handoff Deliverables: - Outreach sequences live in Instantly with conditional logic workflows active - Agentic outreach triggers configured and tested - Full system documentation delivered - Live handoff session completed and recorded - 30-day operational playbook delivered Payment: To be agreed upon at project start within budget range --- WHAT WE ARE LOOKING FOR You have built outbound systems for high-ticket consulting or B2B service firms before. You understand that deliverability is infrastructure, not an afterthought. You know the difference between a spray-and-pray campaign and a precision outbound motion — and you build accordingly. Specifically, you should have demonstrable expertise in: - DNS configuration including SPF, DKIM, and DMARC - Waterfall Enrichment logic using Clay with multi-source data layering - Apollo for ICP-based prospecting and list building - Instantly or equivalent for sequence management and deliverability monitoring - HubSpot Sales Hub including API integrations, custom properties, and workflow automation - Conditional Logic Workflow design for behavior-based follow-up - Agentic outreach frameworks and semi-autonomous engagement triggers - API-based CRM syncing and field mapping across platforms You are detail-oriented, communicative, and able to work independently within a defined scope. You deliver documentation, not just builds. --- PROJECT PARAMETERS - Engagement Type: Fixed Price - Budget Range: $1,000 – $2,000 (milestone-based) - Timeline: Proposals should include your estimated timeline to complete all three milestones - Team Size: You will work directly with our CEO and Sales Lead - Communication: Async-first with scheduled check-ins at each milestone gate --- HOW TO APPLY To be considered, your proposal must include the following: 1. Start your proposal with the word "ZENTRIC" — proposals that do not begin with this word will not be reviewed 2. A brief description of a comparable outbound system you have built, including the tools used and the outcome achieved 3. Your proposed milestone breakdown with associated pricing within our stated budget 4. Your estimated timeline from kickoff to final handoff 5. Any questions you have about our ICP, current tech stack, or project scope Generic proposals will not be reviewed. We are looking for a specific type of operator and the proposal is the first signal of whether you are that person.