Recruitment Agency Outreach Agent
How we automated a recruitment agency's entire client acquisition process - from job board monitoring to booking qualified meetings.
About the Agency
Our client is a specialized recruitment agency helping companies find top talent across multiple industries. Their business model depends on identifying companies that are actively hiring and reaching out to offer their recruitment services.
Before working with us, their team spent hours every day manually browsing job boards, copying company details into spreadsheets, searching for hiring manager contacts, and crafting individual outreach messages. It was time-consuming, inconsistent, and limited their ability to scale.
Manual prospecting was killing growth
Every day, the team was spending 4-5 hours just on prospecting activities - time that could have been spent closing deals and serving clients. The manual process created several pain points:
- Browsing LinkedIn, Indeed, and other job boards individually was inefficient
- Finding hiring manager contact details was a constant bottleneck
- Writing personalized outreach for each company took significant time
- Following up consistently was nearly impossible to maintain
- The team could only reach a fraction of available opportunities
A dual-agent system
that never stops prospecting
We built two AI agents that run at 11am and 4pm daily, ensuring comprehensive coverage of new job postings and consistent outreach to hiring managers.
Multi-Board Monitoring
Two AI agents run daily at 11am and 4pm, scanning LinkedIn, Indeed, and 15+ job boards to identify companies actively hiring.
Role & Company Identification
The agent identifies the specific roles being hired, the company details, industry, and size - building a qualified prospect list in real-time.
Hiring Manager Discovery
Automatically finds and verifies the hiring manager's email address and LinkedIn profile for each identified opportunity.
Hyper-Personalized Outreach
Creates unique, researched messages for each hiring manager based on the role they're hiring for and their company's specific needs.
Multi-Channel Sequences
Coordinates outreach across email and LinkedIn, following up intelligently until a response or expression of interest is received.
Direct Calendar Booking
The agent handles the full conversation flow, sending the Calendly link directly to book meetings without human intervention.
From job posting
to booked meeting.
The entire workflow is automated end-to-end. The agent discovers opportunities, identifies decision-makers, creates personalized outreach, manages follow-ups, and books meetings directly onto the calendar - all without human intervention.
Workflow Mapping
Analyzed the manual prospecting process - job board searches, contact finding, outreach creation - to identify automation opportunities.
Agent Architecture
Designed a dual-agent system running twice daily to ensure comprehensive coverage of new job postings across all major platforms.
Outreach Engine
Built the personalization layer that researches each company and crafts relevant messages highlighting recruitment services.
Calendar Integration
Connected the booking system so interested prospects could schedule directly, filling the calendar with qualified client calls.
A calendar full of
qualified opportunities
"We went from spending half our day prospecting to having our calendar filled automatically. The agent finds better opportunities than we ever did manually, and the personalization is incredible."
Two automated sweeps ensure no new job posting goes unnoticed across all monitored boards
LinkedIn, Indeed, Glassdoor, and industry-specific boards - all monitored automatically
From discovery to booked meeting - the entire pipeline runs without manual intervention