Sales Operations Associate

Gray Swan AI•Pittsburgh, PA

4d•$136,500 - $163,000•Hybrid

About The Position

Gray Swan is looking for a Sales Operations Associate to build the systems, processes, and operational infrastructure that enable their sales organization to scale. This is a highly cross-functional, back-office role for someone who loves creating structure, solving operational problems, and making teams more efficient. The role involves working closely with Sales, Legal, Compliance, Finance, and Accounting to improve processes across the full sales lifecycle—from pre-sales and contracting through delivery, invoicing, and commissions. This role also has the opportunity to evolve as the company grows, with the possibility to take on additional Sales and Revenue Operations initiatives.

Requirements

Strong project management skills with the ability to take an ambiguous problem, create structure, coordinate stakeholders, and drive it through to completion.
Proficiency in thinking in terms of workflows and flow charts, and experience using tools like Zapier, n8n, etc. to build automations.
Highly organized and detail-oriented, with strong judgment around problem-solving independently and knowing when to involve other teams.
Hands-on experience working with sales teams and deal cycles.
Process-minded problem solver who naturally asks, “How can we make this easier, more efficient, and more scalable?”
Comfortable working across multiple functions and managing several priorities at once in a fast-moving environment.
Experience with CRM systems and reporting, and comfort learning and improving systems.
Hands-on generalist who isn’t afraid to jump into the details, execute manually when necessary, and then find a way to automate it.

Nice To Haves

Experience with HubSpot or another CRM, including workflows, reporting, data management, and automation.
Experience in Sales Operations, Revenue Operations, Deal Desk, Business Operations, Sales, or a similar cross-functional role.
Experience working with Sales, Legal, Compliance, Finance, or Accounting on contracts, security requirements, vendor onboarding, or related processes.
Experience building contracting processes, deal desk workflows, playbooks, or other operational frameworks from the ground up.
Experience supporting commission administration, RFPs, security questionnaires, or sales-side invoicing processes.
Experience identifying opportunities for automation and using technology to streamline repetitive operational work.

Responsibilities

Build and improve scalable systems and processes across the sales lifecycle, including pre-sales, contracting, post-sales, project/deliverable tracking, and internal handoffs.
Own the operational side of our deal desk, coordinating contracts, SOWs, security questionnaires, vendor onboarding, RFPs, and other deal-related requirements with the appropriate internal teams.
Partner with Sales, Legal, Compliance, Finance, and Accounting to ensure the right stakeholders are engaged at the right time and that processes move efficiently.
Manage the sales-side invoice process and execute commission plans for quota-carrying team members.
Manage and optimize our CRM (HubSpot), reporting, workflows, and automations while continuously looking for opportunities to eliminate manual work.
Lead cross-functional projects and create playbooks, documentation, and processes that bring greater structure and scalability to the organization.