Sales Operations & Deal Desk Associate

Gray Swan AI; Pittsburgh (Allegheny County); On-site; USD 137,000 - 163,000; Full time

Benefits offered by this job

401k with up to 4% matching

28 days annual leave

Health, dental, and vision coverage

Catered lunches (Pittsburgh office)

Flexible work arrangements

Visa sponsorship available

Job summary

Gray Swan AI in Pittsburgh is seeking a Sales Operations Associate to build scalable systems and processes across the sales lifecycle, from pre-sales through delivery and invoicing. You will optimize the deal desk, coordinate contracts, SOWs, and security questionnaires with internal teams.

You'll implement HubSpot workflows, reporting, and automations, and drive playbooks to improve efficiency. This role grows with the company and offers cross-functional exposure.

Qualifications

• Experience with CRM systems and reporting to improve sales processes.
• Hands-on experience enabling collaboration across Sales, Legal, Compliance, Finance, and Accounting.
• Ability to create structure from ambiguity and drive projects to completion.

Responsibilities

• Build and improve scalable systems and processes across the sales lifecycle, including pre-sales, contracting, post-sales, project tracking, and handoffs.
• Own the operational side of the deal desk, coordinating contracts, SOWs, security questionnaires, vendor onboarding, RFPs, and related requirements.
• Partner with multiple teams to ensure stakeholders are engaged at the right time and processes move efficiently.
• Manage the sales-side invoice process and execute commission plans for quota-carrying team members.
• Manage and optimize HubSpot CRM, reporting, workflows, and automations.
• Lead cross-functional projects and create playbooks, documentation, and processes for scalability.

Skills

Project management

Workflow design

Cross-functional collaboration

Automation

Process improvement

Sales operations

Tools

HubSpot

Zapier

n8n

Job description

Gray Swan AI in Pittsburgh is seeking a Sales Operations Associate to build scalable systems and processes across the sales lifecycle, from pre-sales through delivery and invoicing. You will optimize the deal desk, coordinate contracts, SOWs, and security questionnaires with internal teams.

You'll implement HubSpot workflows, reporting, and automations, and drive playbooks to improve efficiency. This role grows with the company and offers cross-functional exposure.