U.S.-Based B2B Email Marketing & Outreach Specialist for RFP360.AI

Project Overview We are looking for an experienced, U.S.-based B2B Email Marketing and Outreach Specialist to plan, execute, optimize, and report on email campaigns for RFP360.AI. RFP360.AI is a SaaS platform that helps buyers and suppliers manage the RFP lifecycle more efficiently. The platform supports RFP creation, proposal development, compliance review, team collaboration, supplier evaluation, scoring, and opportunity management. Our goal is to use email marketing to: Generate qualified demo requests Increase free-trial registrations Educate procurement and proposal professionals Nurture leads through the buying process Re-engage inactive prospects Promote webinars, resources, product features, and platform updates Build a measurable pipeline from email campaigns This is an ongoing engagement for someone who can manage both strategy and execution. Target Audiences Email campaigns will target relevant B2B audiences such as: Procurement managers Purchasing and sourcing leaders Proposal managers Bid managers Government contractors Business development professionals Capture managers RFP response teams Small and medium-sized businesses Enterprise procurement teams Public-sector procurement professionals Suppliers responding to government and commercial opportunities The selected specialist must understand how to segment these audiences and create messaging relevant to each group. Scope of Work 1. Email Marketing Strategy Review our current email marketing process, contacts, tools, templates, and performance. Develop a structured B2B email marketing strategy. Define audience segments, campaign objectives, and conversion paths. Build a campaign calendar for educational, promotional, nurture, and re-engagement emails. Recommend appropriate sending frequency for each audience. Align email campaigns with free trials, demonstrations, webinars, content, and product initiatives. Develop measurable goals for opens, clicks, replies, conversions, and qualified leads. 2. Campaign Planning and Execution Plan and launch targeted B2B email campaigns. Create campaign briefs, subject lines, preview text, email copy, and calls to action. Build and test email templates. Schedule and send campaigns through the approved email marketing platform. Verify links, forms, tracking parameters, personalization fields, and mobile formatting. Conduct pre-send quality assurance for every campaign. Monitor campaign delivery after launch. Identify and resolve campaign issues promptly. Campaigns may include: Product awareness campaigns Demo-generation campaigns Free-trial campaigns Buyer-focused campaigns Supplier-focused campaigns Webinar invitations and reminders Lead-nurture sequences Blog and resource promotions Feature announcements Re-engagement campaigns Onboarding emails Abandoned-registration follow-ups Customer education emails 3. B2B Outreach Sequences Create targeted outbound email sequences for qualified business prospects. Develop messaging for different industries, roles, and use cases. Personalize campaigns beyond basic first-name insertion. Create multi-step sequences with appropriate follow-up timing. Test different value propositions, subject lines, openings, and calls to action. Monitor responses and classify interested, uninterested, referral, and unsubscribe responses. Coordinate qualified responses with our sales or business development team. Maintain suppression lists and prevent repeated outreach to opted-out recipients. We do not want spam-based outreach or indiscriminate sending. All outreach must use approved, relevant, and legally compliant contact data. 4. Contact List Management and Segmentation Audit existing email lists. Remove invalid, duplicated, outdated, and high-risk email addresses. Establish list-hygiene procedures. Organize contacts by role, organization type, interest, engagement, and funnel stage. Create segments for buyers, suppliers, government contractors, procurement teams, and proposal professionals. Maintain opt-out and suppression lists. Recommend responsible methods for expanding the prospect database. Track the source and status of contacts where possible. Prevent low-quality data from damaging sender reputation. The specialist must not purchase, scrape, or upload lists without prior approval. 5. Email Deliverability Audit current sender reputation and email deliverability. Review SPF, DKIM, and DMARC configuration. Review sending domains and subdomains. Recommend whether separate domains or subdomains should be used for marketing and outbound campaigns. Monitor bounce rates, spam complaints, blocks, and unsubscribe rates. Improve inbox placement through responsible sending practices. Establish safe sending limits and ramp-up procedures. Identify spam-triggering content or technical issues. Monitor domain and IP reputation using appropriate tools. Coordinate with technical staff when DNS or authentication changes are required. The candidate must have practical experience protecting sender reputation while scaling B2B email campaigns. 6. Email Automation and Lead Nurturing Build automated email journeys based on user actions and lead stages. Create welcome and onboarding sequences. Create demo-request follow-ups. Create free-trial nurture sequences. Develop lead-nurture workflows for prospects not ready to schedule a demonstration. Build re-engagement sequences for inactive contacts. Create conditional follow-ups based on opens, clicks, registrations, and website actions. Review automation logic regularly and correct broken or conflicting workflows. Ensure contacts do not receive overlapping or repetitive campaigns. 7. Copywriting and Personalization Write concise, professional, and human-sounding B2B email copy. Develop subject lines and preview text. Create clear calls to action. Adjust messaging for procurement, proposal, supplier, and government-contracting audiences. Translate product capabilities into practical business outcomes. Avoid exaggerated claims, generic AI language, and aggressive sales tactics. Personalize emails using relevant role, industry, company, and use-case information. Maintain consistent brand messaging across all campaigns. 8. A/B Testing and Optimization Test subject lines, preview text, sender names, email copy, calls to action, and sending times. Test short-form and long-form email formats. Test different audience segments and offers. Document every test and its hypothesis. Ensure tests use meaningful sample sizes where possible. Apply winning insights to future campaigns. Avoid making conclusions from insufficient campaign data. 9. Analytics, Conversion Tracking, and ROI Configure or review email campaign tracking. Use UTM parameters consistently. Track website visits generated by email. Track demo requests, free-trial registrations, replies, and other qualified actions. Separate email-generated leads from SEO, paid advertising, social media, referral, and direct traffic. Identify the campaigns, messages, and segments producing the strongest results. Calculate campaign cost, cost per lead, cost per qualified response, and estimated return on investment. Connect email performance to business outcomes rather than reporting only open rates. Weekly Email Marketing and ROI Report A detailed weekly report is required. The report must include: Campaigns created and sent Number of emails delivered Delivery rate Bounce rate Open rate, where reliably available Click-through rate Click-to-open rate Reply rate Positive response rate Unsubscribe rate Spam complaint rate Demo requests generated Free-trial registrations generated Qualified leads generated Conversion rate by campaign Cost per lead Estimated pipeline value, where available Estimated email marketing ROI Best-performing audience segments Best-performing subject lines and calls to action Deliverability or sender-reputation concerns Tests completed and findings Work planned for the following week The selected candidate must provide a short weekly review meeting or recorded report walkthrough. First 30-Day Deliverables During the first 30 days, we expect: Email marketing account audit Contact database and segmentation audit Deliverability and sender-authentication audit Review of SPF, DKIM, and DMARC Campaign and automation audit Baseline performance report Audience segmentation plan Email campaign calendar Initial campaign templates Initial lead-nurture sequence Initial outbound sequence Tracking and UTM framework Weekly ROI reporting format Prioritized 90-day email marketing plan Ongoing Deliverables Campaign strategy and planning Campaign copywriting Email design and setup Contact segmentation List hygiene Deliverability monitoring Automated lead-nurture sequences B2B outbound sequences A/B testing Campaign optimization Lead tracking Weekly performance and ROI reporting Weekly review meeting or recorded walkthrough Monthly strategic recommendations Applicants must clearly state how many campaigns, sequences, emails, and weekly hours are included in their proposal. Required Qualifications Located in the United States Proven experience managing B2B email marketing campaigns Experience marketing SaaS, software, or technology services Strong knowledge of email deliverability and sender reputation Experience with SPF, DKIM, and DMARC Experience with email automation and lead nurturing Strong B2B copywriting skills Experience with audience segmentation and list hygiene Understanding of CAN-SPAM requirements Experience tracking conversions, qualified leads, and ROI Strong reporting and communication skills Ability to collaborate with marketing, sales, design, and technical teams Experience in procurement technology, proposal management, government contracting, GovTech, or enterprise software is preferred. Preferred Tools and Platforms Please mention your experience with relevant tools, including: HubSpot Mailchimp Brevo ActiveCampaign Constant Contact Klaviyo Zoho Campaigns Apollo Instantly Smartlead Lemlist Mailgun SendGrid Google Analytics 4 Google Tag Manager Looker Studio Email verification and deliverability platforms Experience with every tool is not required. Candidates should identify the platforms they recommend and explain why. Compliance Requirements All campaigns must follow applicable U.S. commercial email requirements and approved company policies. The specialist will be expected to: Use accurate sender information Avoid misleading subject lines Include required business identification Provide a clear unsubscribe method Process opt-out requests promptly Maintain suppression lists Avoid emailing contacts who have previously opted out Protect customer and prospect information Use only approved contact lists and data sources No deceptive, fraudulent, spam-based, or black-hat email practices will be accepted. Practices We Will Not Accept Purchased email lists without documented approval Unverified mass-email databases Automated scraping of personal email addresses Misleading sender identities Deceptive subject lines Fake reply-chain subject lines Ignoring unsubscribe requests Sending from the primary company domain without an approved deliverability plan Excessive sending without domain preparation Reporting only vanity metrics Guaranteed lead or revenue claims Spam-based outreach Unapproved use of customer or prospect data Success Metrics Performance will be evaluated using agreed KPIs such as: Email delivery rate Bounce rate Spam complaint rate Reply rate Positive response rate Click-through rate Demo requests Free-trial registrations Qualified leads Conversion rate Cost per qualified lead Pipeline contribution Email-attributed revenue Estimated email marketing ROI Sender-reputation health Engagement Structure This will begin as a paid trial engagement, with the potential to become an ongoing monthly contract. The initial engagement may include: Email and deliverability audit Campaign strategy Contact segmentation One campaign One outbound sequence One nurture sequence Tracking setup Weekly reporting Ongoing work will depend on performance, communication, campaign quality, compliance, and reporting transparency.