Marketing Operations & Lead Tracking Setup for B2B Contractor-Focused Distributor

We are a 5-person regional commercial coatings distribution company based in Oak Forest, IL. We supply commercial epoxy systems to contractors and are focused on building a structured, scalable marketing and lead-tracking process from the ground up.

We are not looking for a generic marketer. We are looking for someone who understands B2B marketing operations, lead tracking, and accountability systems — and can design a lean, practical system that works immediately, without over-engineering.

Our business depends on helping contractors win jobs, so lead assignment, follow-up tracking, and win/loss accountability are critical.

We plan to utilize Odoo in the future as we scale, so the system you design should be clean, structured, and migration-friendly, but Odoo expertise is not required for this role.

Scope of Work

Phase 1 – Immediate (Primary Focus)

Design and implement a simple, effective lead-tracking system (Google Sheets, HubSpot Free, or similar)

Create

Lead intake structure

Contractor assignment workflow

Follow-up accountability rules (e.g., 24-hour response requirement)

Win/loss tracking with standardized reasons

Set up

Clear pipeline stages

Contractor performance scorecard (response time, close rate)

Draft basic email/text follow-up templates

Ensure the system is easy for a small team to manage daily

Phase 2 – Planning Only (Advisory)

Provide recommendations for

CRM structure that can later migrate into Odoo

Fields, stages, and reports we should plan for

Identify

What should be automated later vs. kept manual now

Best practices to avoid rework during future ERP adoption

What Success Looks Like

No leads fall through the cracks

Contractors are held accountable for timely follow-up

We can clearly track

Lead source

Assigned contractor

Lead status

Outcome (won / lost)

Reason for outcome

The system works without heavy automation

The setup is clean enough to migrate into a future CRM/ERP

Required Skills & Experience

B2B marketing operations or sales operations experience

CRM or lead-tracking system setup experience

Strong understanding of

Lead pipelines

Sales accountability

Win/loss tracking

Comfortable working with Google Sheets, HubSpot Free, Airtable, or similar tools

Ability to design lean, practical systems for small teams

Clear communicator who can explain processes simply

Nice to Have

Experience working with

Contractor-based, industrial, or distribution businesses

Wholesale or B2B sales environments

Familiarity with ERP concepts (no implementation required)

Project Details

Project Type: Short-term project with potential for ongoing support

Timeline: 2–4 weeks for Phase 1

Budget: Open to fixed-price or hourly (please propose)

Timezone: U.S.-based preferred, but not required

Communication: Weekly check-ins + async updates

To Apply

Please include

A brief explanation of how you would approach Phase 1

Examples of lead-tracking or CRM systems you’ve built

How you’ve enforced follow-up or accountability in past systems

Any relevant experience working with small B2B teams would be ideal.