We are a top-producing NNN investment sales team at a Top 3 global commercial real estate brokerage. We need a hands-on specialist to set up and optimize our outbound prospecting infrastructure from the ground up.
Our database includes 25,000+ contacts (property owners, 1031 exchange buyers, cooperating brokers, developers, and financial advisors). Our enterprise CRM is Salesforce, but third-party integrations are restricted by corporate IT — so all data transfer will be CSV-based. We need someone who can work within these constraints and build a system that runs on autopilot.
SCOPE OF WORK
1. Setup & Configuration
Import and organize 25,000+ contacts via CSV into Apollo (Salesforce direct sync is not available due to enterprise IT restrictions)
Map all contact fields properly during import (name, email, phone, title, company, address, property type, buyer/seller tags)
Run full data enrichment on the entire database — emails, phone numbers, titles, LinkedIn URLs — using Apollo's enrichment engine and waterfall data sources
Set up automated weekly enrichment jobs and real-time enrichment for all new contacts added going forward
Segment contacts into targeted lists: NNN property owners (hot and cold), 1031 exchange buyers (active and database), cooperating brokers, developers/operators, financial advisors/wealth managers, and unclassified
Configure lead scoring rules based on email opens, clicks, replies, LinkedIn engagement, and website activity
Create a daily "Hot List" saved view filtered by engagement score for morning call prioritization
2. Cold Email Infrastructure, Subdomain Setup & Deliverability
Subdomain / Alternative Domain Setup:
Set up a dedicated sending subdomain (e.g., outreach.[firm].com) or a personal branded domain specifically for cold outbound sequences
Configure all DNS records for the new subdomain/domain: SPF, DKIM, DMARC, and custom tracking domain
Set up a secondary mailbox on the subdomain for cold sequences (connected to Apollo)
Advise on domain strategy: subdomain of corporate domain vs. standalone personal domain — pros and cons for our situation
Warm-Up & Reputation Building:
Run a full warm-up campaign on the new sending domain — minimum 2–3 weeks before any cold sequences launch
Use Apollo's built-in warm-up tool or a dedicated warm-up service (Instantly, Warmbox, Lemwarm, or similar)
Monitor inbox placement across Gmail, Outlook, and Yahoo throughout the warm-up period
Establish a sending ramp-up plan: starting at 15–20 emails/day during warm-up, scaling to 75–150/day once domain reputation is established
Dual-Inbox Strategy:
Primary corporate inbox: Used ONLY for warm follow-ups, replies, relationship emails, and 1-to-1 communication. No cold first-touches from this address.
Cold outbound inbox (subdomain or personal domain): All cold first-touch sequences, re-engagement campaigns, and high-volume outreach run through this inbox.
Configure Apollo to route replies from the cold domain back to the primary inbox (so conversations continue from the corporate address once a prospect engages)
Ongoing Deliverability Management:
Monitor deliverability score, bounce rates, and spam placement on an ongoing basis
Implement Apollo's global bounce-check features and "Likely to Bounce" email pausing
Set up list hygiene protocols: auto-remove hard bounces, flag inactive contacts, clean invalid addresses
Ensure full CAN-SPAM compliance across all sequences (unsubscribe links, physical address, opt-out handling)
3. Email Sequence Build-Out
Build 4–6 multi-touch outbound sequences combining email steps, LinkedIn tasks, and phone call reminders
Sequences needed: cold seller outreach (NNN property owners, 7–8 touches over 3–4 weeks), 1031 exchange buyer outreach, cooperating broker listing alerts, database nurture / monthly market brief, re-engagement for inactive contacts, self-segmentation sequence for unclassified contacts
Set up A/B testing on subject lines and opening lines for each sequence
Configure proper merge field personalization (first name, company, property address, tenant name, etc.)
Build conditional branching logic where appropriate (e.g., if email opened but no reply → different follow-up path)
4. LinkedIn Integration
Install and configure Apollo Chrome Extension for LinkedIn task execution
Set up LinkedIn connection request and messaging steps within sequences
Advise on safe daily limits to protect LinkedIn Sales Navigator account (we cannot afford to lose this)
Configure LinkedIn profile view tasks as a warming step before connection requests
5. Reporting, Training & Handoff
Create a daily "Call Today" engagement-based view for morning prospecting prioritization
Set up weekly analytics dashboard: open rates, reply rates, bounce rates, click rates, appointments booked
Provide a written SOP document so our team can manage the system independently going forward
Deliver a 30–60 minute training walkthrough (recorded) covering daily, weekly, and monthly Apollo operations
Provide a 2-week post-launch support period for troubleshooting and optimization
REQUIREMENTS
Must Have:
Proven experience setting up for outbound sales (show examples or case studies with metrics)
Deep understanding of cold email deliverability: SPF, DKIM, DMARC, domain warm-up, sender reputation management
Experience setting up and warming cold email subdomains or alternative sending domains
Familiarity with warm-up tools: Apollo warm-up, Instantly, Warmbox, Lemwarm, or similar
Understanding of multi-inbox sending strategies to protect primary domain reputation
Experience building multi-step email sequences with A/B testing and conditional logic
Familiarity with Salesforce (we use it but cannot grant third-party integrations — CSV workflow only)
Experience with LinkedIn Sales Navigator outreach and safe automation practices
Understanding of CAN-SPAM compliance and email best practices
Strongly Preferred:
Experience with commercial real estate, investment sales, or high-value B2B prospecting
Experience working within enterprise brokerage environments (Colliers, CBRE, JLL, Cushman & Wakefield, Marcus & Millichap, or similar)
Experience building AI-assisted email copy workflows (we use Claude/AI for drafting outreach content)
Experience with data enrichment strategy for large contact databases (25K+)
BUDGET & TIMELINE
Open to fixed-price or hourly.
TO APPLY
Please include in your proposal:
A specific example of an setup you've completed, including the size of the contact database and the results achieved
The deliverability metrics you achieved (open rates, bounce rates, inbox placement rates)
Your experience with subdomain setup and cold email warm-up — what tools do you use and what's your process?
Your familiarity with commercial real estate or high-value B2B sales outreach
Your estimated timeline and pricing for this project
We're looking to move quickly. If you're the right fit, we want to start now
Contract duration of 3 to 6 months. with 30 hours per week.
Mandatory skills: Email Marketing, Lead Generation, Email Campaign Setup, Customer Relationship Management, Email Deliverability, Marketing Automation