B2B Outbound Architect (Clay + Cold Email + CRM + SDR Management)

Project Overview: Evergreen Mentorship (evergreenmentorship.org) provides premium, no-cost telehealth mental health services, including counseling, case management, and peer supportive services, to adults (18+) across Ohio. Our mission is to level the playing field for marginalized community members by accepting Medicaid. We are seeking a high-level B2B Outreach Systems Architect to design, build, and deploy a turn-key partnership engine. Founder Zak Nordyke will handle the high-touch relationship building (introductory calls, digital events), but we need a specialist to build the technical infrastructure, automate deep lead enrichment, configure a lean CRM, integrate digital lunch-and-learn offers, and recruit/onboard a specialized caller to handle telephone follow-ups. Scope of Work & Technical Deliverables: Infrastructure & Deliverability: Purchase 3 to 5 secondary domains, configure technical records (SPF, DKIM, DMARC), and execute an automated 14 day warming protocol via Instantly or Smartlead. AI Powered Data Pipeline (Clay + Apollo): Build a multi source data orchestration pipeline (using Clay, Apollo, and web scrapers) to source, verify, and enrich 2,000 to 4,000 decision makers across Ohio (hospital discharge planners, inpatient units, county social services, addiction treatment centers, and community non-profits). Lean CRM Setup: Select, configure, and integrate a low cost CRM (HubSpot Free, Pipedrive, or Close) connected to our calendar system, with clear pipeline stages (Enriched Lead, Campaign Active, Warm Reply, Call Scheduled, Meeting Booked). Digital Campaign Creation: Write short, value driven email sequences focused on our Medicaid backed, no cost services and digital event invitations (e.g., Virtual Lunch & Learns featuring DoorDash group order links for attendees). Caller Sourcing & Management: Sourcing, hiring, or bringing on deck a specialized caller/SDR contractor to execute warm phone follow ups on email opens/clicks. Set up their script, track their call metrics, and ensure they book qualified meetings directly on Zak's calendar. Live Testing & Optimization: Launch the engine, monitor deliverability, oversee initial phone outreach performance, and secure the first wave of booked partnership meetings. Documentation & Team Handoff: Deliver short video SOPs (Loom) training our internal team on basic CRM management and ongoing email campaign tracking post launch. Target Key Performance Indicators (KPIs): Email Bounce Rate: Strictly under 2% (100% lead verification required) Email Open Rate: 45% to 60%+ Positive Reply Rate: 3% to 5%+ Booked Meetings Target: 15 to 30 introductory calls per 1,000 verified contacts reached Definition of Done (Project Completion Criteria): 1. 3 to 5 secondary domains fully authenticated, warmed, and connected to the sending engine. 2. A verified database of 2,000+ enriched Ohio healthcare decision makers loaded into the pipeline. 3. CRM fully configured, integrated with Calendly, and tracking responses. 4. Dedicated phone follow up specialist recruited, onboarded with scripts, and actively making calls to warm leads. 5. Multi touch campaign active and running smoothly for 2 consecutive weeks with under 2% bounce rates and initial booked meetings. 6. Loom video training and SOP documentation handed off to our internal team for basic CRM maintenance. Project Budget & Timeline: Project Type: Fixed Price (Turn Key System Setup, Hiring & Launch) Freelancer Setup Fee: $2,500 to $4,500 (based on experience and scope execution) Software & Tool Budget: approximately $300 to $500/month (covered directly by client) Caller Hourly/Retainer: Budgeted separately on Upwork for the caller contractor Estimated Timeline: 30 to 45 days total (including domain warming, caller onboarding, and 2 week live testing) Required Qualifications: Proven track record building advanced cold outreach infrastructure (please share past case studies/metrics). Mastery of Clay, Apollo, Instantly/Smartlead, and AI web scraping tools. Strong technical background in deliverability protocols (SPF, DKIM, DMARC, secondary domain rotation). Experience recruiting, scripting, and managing phone outreach specialists/SDRs. Exceptional B2B copywriting skills capable of conveying a healthcare mission without sounding like corporate spam.