Cold Email Outbound Specialist

ACE CPAs is seeking a cold email specialist to improve email deliverability and build a robust outbound system that consistently reaches inboxes and schedules meetings. Currently, our emails are landing in spam folders, and we need someone to resolve these issues and scale our outreach efforts effectively. This role involves managing the entire cold email process, from infrastructure setup to reply handling, ensuring high deliverability and engagement.

Key Responsibilities
- Manage the Instantly.ai workspace and oversee all cold email campaigns.
- Set up and maintain sending infrastructure, including secondary domains, inboxes, SPF, DKIM, DMARC records, warmup processes, and rotation strategies.
- Develop and execute large-scale campaigns targeting specific lists such as SBA 7(a) lenders at over 1,400 US banks and construction business owners.
- Write, test, and optimize email sequences and subject lines, maintaining detailed records of performance.
- Own the "Instantly Replies" pipeline stage within GoHighLevel, ensuring all leads, replies, and deal stages are up to date.
- Collaborate with the automation team to integrate Instantly.ai with GoHighLevel, maintaining seamless lead emailing and reply logging.
- Manage email sending and follow-up workflows inside GoHighLevel, including templates, sequences, and contact records.
- Work closely with the data team to ensure list quality by verifying emails, removing duplicates, and handling catch-all addresses.
- Monitor sender reputation vigilantly and protect accounts from bans or blacklists.
- Conduct daily checks on inbox health, warmup status, and sending limits before the US morning.
- Maintain bounce rates below 2% and spam complaint rates under 0.1% for all campaigns.
- Move every positive reply into the appropriate pipeline stage within one hour and notify the sales team promptly.
- Post daily performance metrics including emails sent, open rates, reply rates, positive replies, and meetings booked.
- Run weekly inbox placement tests on all active domains.

Required Qualifications
- Minimum of one year experience managing cold email campaigns targeting US prospects.
- Hands-on experience with Instantly.ai; familiarity with Smartlead, Lemlist, or Apollo sequences is a plus.
- Proven expertise in resolving deliverability issues, including configuring DNS records, managing warmup schedules, and performing blacklist checks.
- Proficient in GoHighLevel CRM, including pipelines, contacts, email campaigns, and workflow management.
- Strong written English skills tailored for US business communication.

Preferred Qualifications
- Experience with B2B outreach, particularly to banks, lenders, or professional services firms.

Initial 30-Day Objectives
- Conduct a thorough audit of the current Instantly.ai setup, domains, and DNS records to identify causes of spam placement.
- Develop and present a detailed remediation plan outlining domain usage, inbox counts, daily sending volumes, and warmup schedules.
- Relaunch at least one campaign on clean infrastructure and provide performance reports.

Candidates who have only sent newsletters or marketing emails to opted-in lists, have never configured domains and DNS records themselves, or lack experience working with GoHighLevel should not apply.

ACE CPAs is a Raleigh, North Carolina-based accounting and advisory firm led by a CPA, serving business owners nationwide. Our services include bookkeeping, tax, CFO support, and Quality of Earnings reviews, primarily for construction companies, business buyers, and SBA lenders at banks. This role offers the opportunity to directly impact our growth by optimizing outbound email outreach and supporting our sales pipeline.