CRM and Outbound Systems Architect - Contract

We are looking for a contract-based CRM & Outbound Systems Architect to build and operationalize our outbound infrastructure.

This person will design and implement the systems, workflows, integrations, automations, and reporting needed to support a scalable outbound motion using HubSpot, Apollo, and related GTM tools.

The role is focused on creating a sustainable system that the internal team can independently manage and evolve after implementation., CRM & Systems Integration

• Integrate HubSpot with Apollo and other sales, marketing, enrichment, and reporting platforms
• Build scalable workflows and automations across prospecting, sequencing, routing, attribution, reporting, and pipeline management
• Design and configure CRM structure, field mapping, lifecycle stages, deduplication, and governance
• Evaluate, recommend, and implement tools or middleware needed to support the outbound infrastructure.
• Create clear documentation of systems, workflows, and operational processes for long-term internal adoption and management.

Outbound Infrastructure & Workflow Design

• Design the end-to-end outbound workflow from prospect sourcing through pipeline creation and forecasting.
• Build systems to support:
• Lead sourcing
• Enrichment
• Segmentation
• Sequencing
• Routing
• Engagement tracking
• Attribution
• Pipeline stage management
• Forecasting inputs
• Integrate and optimize outbound sales sequences across Apollo and related tools.
• Develop workflows that support scalable outreach relative to TAM and GTM objectives.
• Create reporting and dashboards for outbound activity, pipeline generation, conversion tracking, and forecasting.
• Train internal stakeholders on workflows, systems, and reporting processes to ensure adoption and continuity.

Deliverability & Outreach Best Practices

• Establish outbound best practices that safeguard domain health and maintain a strong sender reputation.
• Configure and monitor:
• Domain warming
• Inbox rotation
• Sending limits
• SPF, DKIM, and DMARC
• Bounce handling
• Unsubscribe management
• Recommend sequencing strategies that balance outreach scale, personalization, and deliverability.
• Track and monitor deliverability and outbound performance metrics.

Compliance & Governance

• Ensure outbound systems and workflows comply with GDPR, CAN-SPAM, and related data privacy and outreach regulations.
• Implement compliant processes for consent management, suppression handling, and unsubscribe workflows.
• Establish operational safeguards around CRM hygiene, data usage, and outbound governance.
• Provide guidance on compliant outbound practices while supporting pipeline growth objectives., Deliverables
• Fully integrated CRM and outbound systems architecture.
• Automated outbound workflows and sequencing infrastructure.
• Pipeline tracking and forecasting framework.
• Reporting dashboards and operational visibility.
• Deliverability and compliance safeguards.
• Documentation and internal enablement for ongoing management.

Success Metrics

• Functional integration between HubSpot, Apollo, and related systems
• Scalable outbound workflows aligned to TAM and GTM goals.
• Greater visibility into pipeline performance and more accurate forecasting.
• Strong domain health and deliverability performance
• Increased efficiency through automation and reduced manual processes.
• Internal team able to independently operate, maintain, and scale the system after implementation.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

Standing/Walking/Mobility: Must have mobility to attend meetings remotely and in person.

Climbing/Stooping/Kneeling: 0% - 10% of the time.

Lifting/Pulling/Pushing: 0% - 10% of the time.

Fingering/Grasping/Feeling: Must be able to write, type and use a telephone system 100% of the time.

Sitting: Sitting for prolonged and extended periods of time.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Management may revise duties as necessary without updating this job description.

• 5+ years in Revenue Operations, Sales Operations, CRM Architecture, or GTM Systems.
• Proven expertise in HubSpot administration and workflow automation.
• Experience in integrating HubSpot with Apollo and related outbound tools.
• Strong understanding of outbound sequencing, sales workflows, and pipeline operations.
• Experience building outbound infrastructure that supports forecasting and reporting.
• Strong understanding of email deliverability and domain protection best practices.
• Experience configuring SPF, DKIM, DMARC, inbox rotation, and sending infrastructure.
• Familiarity with GDPR, CAN-SPAM, and outbound compliance standards.
• Experience with tools such as Zapier, Make, Workato, Clay, Outreach, Salesloft, Smartlead, Instantly, or similar platforms.
• Strong process design and documentation skills.
• Ability to build systems that internal teams can maintain post-engagement.