Administrative Operations / Sales Support Specialists

Heartland Community College•St. Louis, MO

About The Position

This role serves as a dual-priority position, focusing first on Operations Support and secondarily on Sales Support. The Operations Support aspect involves managing timesheets and payroll, coordinating new hire onboarding and compliance, handling equipment ordering and asset tracking, managing phone and office administration, and providing employee support. The Sales Support aspect involves assisting Business Development Managers with proposals, customer follow-up, and account research. This role is designed as a structured training opportunity to learn QualSafe’s market niche, service offerings, customer base, resources, proposal processes, pricing, and closing strategies, with the ultimate goal of transitioning to a full-time Business Development Manager role.

Requirements

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
Experience with payroll or timekeeping systems (BOSS Timesheets portal mentioned).
Familiarity with background check and drug screening processes.
Experience with shipping and logistics (FedEx mentioned).
Strong communication and interpersonal skills.
Ability to manage multiple priorities and deadlines.
Attention to detail and accuracy.
Customer service orientation.
Ability to work independently and as part of a team.

Nice To Haves

Experience in sales support or business development.
Familiarity with CRM software.
Understanding of sales processes and strategies.

Responsibilities

Receive and review weekly timesheets from employees.
Track missing timesheets and coordinate with field personnel to obtain timely submissions.
Verify hours worked, identify discrepancies, and communicate with employees regarding corrections.
Enter and adjust time records within the BOSS Timesheets portal.
Maintain payroll documentation and audit records.
Coordinate all new hire paperwork and onboarding documentation.
Process and track AAIM background checks and client-specific background screenings.
Schedule and monitor pre-employment drug screens.
Provide employees with testing locations and instructions.
Ensure all onboarding and compliance requirements are completed prior to employee start-date.
Coordinate shipment of equipment to employees.
Activate and deactivate software licenses, subscriptions, device access, and other company-issued technology based on employee status.
Create and manage FedEx shipping labels and tracking information for returns.
Follow up on outstanding equipment and ensure recovery of company assets.
Answer and manage incoming calls through the company Teams phone system.
Screen, route, and prioritize calls to appropriate personnel.
Return missed calls and respond to general inquiries.
Assist applicants, employees, clients, and vendors with routine requests.
Process employment verification requests.
Respond to employee inquiries regarding onboarding, payroll, benefits contacts, and company procedures.
Assist employees with various administrative needs.
Support Business Development Managers with proposals, customer follow-up, account research, and other sales-related administrative needs as requested.
Develop and cultivate working relationships with key customer contacts to better support BDMs and gain practical exposure to customer communications and relationship management.
Work closely with BDMs to understand the unique needs, expectations, and requirements of their customers while providing timely and professional administrative support and follow-up.
Serve as a structured training opportunity to learn QualSafe’s unique market niche, service offerings, customer base, available resources, proposal processes, pricing considerations, and closing strategies, with the goal of eventually transitioning to a full-time Business Development Manager role with QualSafe in the future.