Business Operations Specialist

About Zignal Labs

Zignal Labs is a real-time media intelligence platform used by government agencies and commercial brands to detect, understand, and respond to the signals and narratives shaping their world. Our customers include defense and intelligence organizations, federal civilian agencies, and Fortune 500 communications teams. The company is at an inflection point: deepening its government franchise, expanding into agentic AI capabilities, and modernizing its commercial motion.
The short version

• You'll own the systems our revenue runs on: Salesforce, quotes and sales orders, forecast data, and reporting that pulls together what lives in the CRM and what doesn't. You treat that as a craft, not a ticket queue.
• You're already fluent with AI tools (Claude Cowork, OpenAI Codex, and the like) and you've used them to reduce manual recurring work, not just tried them out. You build the workflow, refine it, then hand it off so the team runs it without you.
• You build things intuitively, you ship before it's perfect, and you'd rather make other people faster than be the only one who understands the machine.

Why this role exists

As a lean SaaS provider, our Sales and Customer Success teams run on a handful of systems. Sales orders, forecast data, RFP responses, partner agreements, customer usage data, and the systems that hold them all need someone who treats them as a craft rather than a queue of requests. The Business Operations Specialist will own the work end-to-end, raise the standard of what comes out of our systems, and steadily replace manual steps with automation as the role matures. Salesforce is our system of record today.

The work starts with learning and running our existing tools and processes well. Once you have that context, you'll have room to improve them. We're not looking for someone to rebuild everything on day one, but we are looking for someone who tie things together over time and enable others to use them.

This is an individual contributor role reporting directly to the SVP of Customer Success and Operations. The person in this role will work closely with Sales leadership, Customer Success, and Finance, and will do what it takes to track down RFP answers, proposal needs, and partner paperwork inputs across busy internal teams.
Who thrives here

This is a can-do role, and we weigh attitude and aptitude over years on a resume. We hire people earlier in their career who are genuinely excited to deploy new processes and AI skills, intellectually curious, and energetic. If you're the kind of person who builds things on your own time (a personal knowledge system, an automation that solves a problem you actually had, a side project you built on instinct), you'll recognize the spirit of this role.

We are actively building new things and moving fast. You are not too shy to reach out to others, introduce yourself, and ask questions. Once you learn our environment, you'll want to find ways to contribute, earning trust to operate with minimal oversight and finding the work rather than waiting to be handed it. You get satisfaction from making other people faster, not from being the only person who knows how the machine works.
What you'll own

The work breaks into three types, listed in priority order.
Run

• Quotes and sales orders. Generate quotes and sales orders accurately and on time, in close partnership with the Sales leads and account owners.
• Opportunity and forecast data. Own the accuracy of pipeline and forecast data in Salesforce: stages, close dates, amounts, and ownership. Proactively chase stale opportunities, missing close dates, and blank required fields until they're fixed, so leadership can forecast with confidence.
• Salesforce administration. Administer our CRM (Salesforce, today): support users, manage fields, reports, validation rules, and approval workflows.
• Data entry and cleanup. Keep Salesforce current and honest as the source of truth for forecasting, new bookings, and renewals.
• Unified reporting. Produce the reporting that Sales, Customer Success, Finance, and leadership rely on. Some of the inputs live in Salesforce; some don't (product usage metrics, support tickets, contract and payment status, account documents). Pull them into a single, trustworthy view rather than a pile of one-off exports.

Improve and automate

• AI-assisted workflows. Build and tune AI-assisted workflows using tools like Claude Cowork, OpenAI Codex, Gemini, and Agentforce. You should have done this kind of work before, not theorized about it, but shipped something that produced a measurable result. This may also include headless Salesforce with LLM front-ends and adjacent tooling. You will be a leader in this area.
• Make others self-sufficient. Just as important as building the tools: you set them up, refine them, and then hand them off so the people who use them every day can run them without you. Success looks like a team that no longer depends on you to operate the automation you built, not a queue that routes through you forever.
• Better process, not just faster hands. Once you know how the work flows today, refine the steps and templates in quoting, renewals, and reporting, and replace manual effort with better process, configuration, or automation.
• Connect the data. Build the connections that unify our disparate knowledge and data systems (Zignal customer usage metrics, helpdesk tickets, account documents, and Salesforce) so reporting stops being a monthly manual assembly job.
• Quote-to-cash visibility. Work with Finance to report quote-to-cash status end to end: opportunity entry, forecasting, signed contract, purchase order, and payment.

Coordinate

• Fulfill paperwork requests from partners and customers tied to specific deals, including communicating directly with their procurement teams. Some of this is routine but essential; all of it matters, and some of it you'll slim down and automate over time by building repeatable processes.
• Maintain partner certification document stores and assist with other compliance documentation items.
• Serve as the operational point of contact for one-off requests from Sales and Customer Success, chasing down answers from internal teams for proposal responses, pricing questions, and other ad-hoc knowledge requests.

What we're looking for

• 3+ years in Sales Operations, Revenue Operations, or CRM administration at a commercial SaaS company, or equivalent demonstrated ability.
• 2+ years hands-on administering a modern CRM. We run Salesforce; comparable experience with HubSpot, Dynamics, or similar transfers. You can build and debug data-entry processes and automations, write validation rules, manage permissions, and reconcile discrepancies between account and opportunity records.
• Demonstrated AI fluency. You've embedded an LLM, agent, or automation tool into a real workflow and can describe the outcome in concrete terms. You want to be the person who makes the whole team more efficient, and who makes others self-sufficient with the tools rather than dependent on you.
• Strong written communication. You can write a clear update to Sales, a clean process or requirements doc for a developer, and an unambiguous email to a partner.
• Order-to-cash literacy. You understand what a binding customer document is and treat it accordingly.
• Bias for shipping. Good enough and delivered on time beats perfect and late, especially when there's a customer waiting.
• Adaptable. This is a dynamic company; you adjust your approach as priorities, processes, and tools change.

Especially nice to have

• Experience with Agentforce, headless Salesforce architectures, and production LLM integrations.
• Experience with agentic coding and automation tools (OpenAI Codex, Claude Code) and building small internal tools with them.
• Familiarity with government contracting processes. Not required, but useful if you have it.
• Salesforce development chops are welcome, but time-sensitive customer deliverables come before code optimization.

Your first year

By day 30: You've learned our business, our customer base, and how we deliver our products. You can drive sales quote generation and account data updates. You've worked with the team leads from Sales, CS, Finance, and IT. You can generate standard pipeline and renewal reports.

By day 60: You've identified and are addressing options to improve our forecasting and quote-to-contract-to-cash processes. CRM data quality has measurably improved on the fields that matter most for forecasting. The Sales team trusts you as the person who gets customer quotes right.

By day 90: You've produced at least one automation or AI-assisted workflow that removes a recurring manual step, and you've handed it off so the team can run it without you. You've driven adoption of Salesforce and our other tools by the field team when needed.

By end of year one: You've meaningfully improved how Sales, Customer Success, and leadership interact with data in our CRM and connected tools. Forecast reporting is accurate and turn-key, manual coordination overhead is down, teammates run the AI-assisted workflows you built on their own, and you're contributing to our knowledge management processes. You've taken on additional scope as opportunities present themselves.
Where this role can grow

This role will evolve as the company and the team grow, and where it goes depends a good deal on what you bring to it. You may go deep and transform our field team's GTM systems with AI tooling at scale, take on broader Customer Success and Sales Operations responsibilities, or a mix of both. We'll build the path together.

Locations DC, NY Remote status Fully Remote Yearly salary $90,000 - $110,000 Employment type Full-time