Administrative Operations / Sales Support Specialists

Administrative Operations/Sales Support Specialist

Operations Support - (Priority 1)

• Field Timesheets Management and Payroll Support

• 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

• Employee Onboarding & Compliance

• 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

• Equipment Ordering, Distribution & Asset Tracking

• 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

• Phone & Office Administration

• 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

• Employment Verification & Employee Support

• Process employment verification requests

• Respond to employee inquiries regarding onboarding, payroll, benefits contacts, and company procedures

• Assist employees with various administrative needs

Sales Support (Priority 2)

• Business Development Support and Sales Process Training
• 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
• This role will 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.