CRM and Outbound Systems Architect - Contract

Reports to: Head of GTM Sales

Department: Marketing & Business Development

Position Type: Full-Time, Mid-Senior level

Travel Requirement: 0-10%

Office Location: Remote, US Based

JOB SUMMARY

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.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

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.

KNOWLEDGE, SKILLS, ABILITIES, AND QUALIFICATIONS

• 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.

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.

For more information about the company, please visit our website:

Clarvos is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as veteran, disability or any other federal, state or local protected class.

Clarvos complies with federal and state disability laws and makes reasonable accommodation for applicants and employees with disabilities.

If you require reasonable accommodation in completing the application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to View email address on click.appcast.io.