Job description
About Haystack
At Haystack, we build custom software products for the Power and Utility industry. We combine deep domain expertise, a product-driven mindset, and exceptional engineering to create scalable, maintainable digital solutions.
As innovation partners to our clients, we’re committed to delivering results — and creating an experience clients love.
Our culture is professional, supportive, and fast-paced — but never stuffy.
We value ownership, quality, and making smart things happen.
About the Role
We’re looking for a Sales Operations Associate who loves organization, data, and process — and is ready to help turn big goals into everyday actions.
If you get a weird amount of satisfaction from spreadsheets, checklists, and CRM systems, and you’re ready to build the behind-the-scenes engine that keeps a sales team running, this could be a great fit.
You’ll work directly with leadership to help build, maintain, and optimize the systems and behaviors that drive our sales success — with plenty of opportunities to grow your skills in sales operations and business development.
Bonus if you love making order out of chaos, or you’re curious about how smart processes fuel real growth.
What You’ll Do
- CRM Management and Data Entry:
Own and maintain accurate CRM (HubSpot) data, including entering new leads, updating contact records, and ensuring notes and deal stages are complete and current.
- Sales Activity Planning (Cookbook):
Help build and maintain a sales activity plan (“Cookbook”), translating revenue goals into daily and weekly actions like prospect touches, follow-ups, and meetings booked.
- Sales Reporting and Dashboards:
Prepare basic reports and dashboards in HubSpot or Excel to track activities, pipeline health, and progress toward goals.
- Meeting and To-Do Organization:
Attend meetings to take notes, transcribe key discussions, organize action items, and help manage leadership’s to-do lists to keep projects moving forward.
- Client and Prospect Support:
Assist with client touchpoints such as thank-you gifts, follow-up emails, milestone communications, and sending handwritten notes.
- Light Marketing Coordination:
Support occasional marketing initiatives, such as coordinating prospect outreach or simple email campaigns.
- Process Improvement and Systems Support:
Proactively identify small improvements to sales workflows, templates, and CRM processes that improve efficiency and consistency.
- Leadership Accountability:
Help keep leadership focused and on track with key sales activities and deadlines, using reminders, updates, and weekly check-ins.
You Might Be a Great Fit If:
You genuinely love spreadsheets, systems, and checklists — and getting things organized makes you happy.
You’re comfortable with CRM systems (especially HubSpot) or you’re excited to learn quickly.
You have strong written communication skills and a professional, friendly presence.
You’re detail-oriented, proactive, and comfortable working independently.
You like being behind the scenes, driving structure and order so others can move faster.
You enjoy a professional environment that’s serious about results but casual about ego.
You’re curious about how sales, operations, and business growth really work.
Qualifications
1–4 years of experience in sales operations, sales support, administrative operations, or similar roles.
Experience maintaining CRM systems (preferably HubSpot) or equivalent experience with related platforms.
Basic comfort with Excel or Google Sheets for light reporting.
Strong organizational skills and attention to detail.
Experience supporting or managing structured sales processes is a plus.
Ability to proactively manage tasks, to-dos, and project follow-ups with leadership.
U.S.-based candidates only. Preference for candidates in Phoenix or Indianapolis areas.
What We Offer
Competitive compensation and opportunities for career growth.
Health, dental, and vision insurance.
Flexible, generous PTO policy (unlimited PTO).
Fully remote work environment.
Professional development and mentorship opportunities.
A collaborative, supportive team that values ownership, quality, and progress.
Join Us!
If you’re ready to put your love of data, systems, and process to work — and want to be part of a growing team where your efforts drive real success — we’d love to hear from you.
Apply today and help us build something exceptional!
Haystack is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where everyone feels valued and respected.
