Business Operations Specialist

Business Operations Specialist
Company Overview: 
BS&A Software is a pioneering software development company specializing in cutting-edge solutions for local government management. With a rich history spanning over 30 years, BS&A has solidified its position as a trusted provider of integrated software systems designed to optimize administrative and financial operations for municipalities across the United States. Join our accomplished team and spearhead the transformation of how local governments streamline their operations. 

Position Overview: 
BS&A Software is looking for a motivated, team-player Business Operations Specialist to join its Sales Operations Team and be actively involved in all aspects of the Quote to Cash Process. The Business Operations Specialist is responsible for supporting all stages of the sales cycle as a key member of the BS&A account team. This position will be essential to the sales activities and communications between BS&A prospects and current customers on new, upsell, cross-sell, upgrades and renewal opportunities. This role will execute the sales operations activities, assisting with quotes & contracts, sales processing & bookings, and overall sales support. They will be responsible for maintaining CRM/SFDC throughout sales cycle. They will maintain effective communications with executives and managers across the company to ensure proper sensitivity to the needs of the sales force and provide outstanding customer support to internal and external customers. This individual will be a part of the team that works directly with the salespeople, is involved in the early stages of developing a sale, drafting proposals, RFPs, and contracts, manage user and customer data in internal systems, and assists with client billing and collections. The Sales Operations Specialist will also work closely with Finance and Accounting in all aspects of the Quote to Cash process including Order Management, billing and collections. The Sales Operations Specialist will work closely with the Product Team, Support Team and Research and Development Team in drafting RFPs. 
A successful candidate will have cloud-based CRM experience with Salesforce. Solid Excel experience is a must, including pivot tables and vlookups. Prior SaaS, subscription/ recurring revenue-based revenue also required. 
The right candidate will have a strong ability to multi-task and be very adaptable to our ever-evolving environment. You will have a few years’ experience in either software sales operations or accounts receivable and credit and collections.  The successful candidate will have a "roll-up-the-sleeves" attitude, be able to multi-task, and be ready to thrive in a fast-paced startup environment. 
You will have the chance to serve as a key contributor to a high growth environment and strengthen your understanding of both operational and accounting processes. This is an exciting opportunity to develop skills and competencies that will serve as the basis for a career in both Sales Operations and Finance at high-growth tech companies. This position will be based at our Headquarters in Bath MI, reporting to our Direct of Business Operations. 

Responsibilities: 
This position will work closely with several managers including the Director of Business Operations, the VP of Revenue Operations, the Chief Revenue Officer, the Director of Marketing, Account Executives, Account Managers, CFO, and Controller to help develop and automate the order to cash process as well as take ownership and improve all quote to cash activities. The successful candidate will combine excellent analytical skills with knowledge of contract management and billings and collections. This is a cross functional role that will work closely with Customer Success, Sales, Sales Ops, and other departments to help streamline the revenue function. 

Operations 

• Assist Sales organization in processing software, professional services and support opportunities. 
• Support sales team with finalizing appropriate sales documentation; quotes, Statements of Work, Purchase Orders, Licenses & Software authorizations. 
• Coordinate, write and drive the completion of RFI/RFPs in partnership with Sales by engaging key corporate departments while maintaining and improving an RFP repository and best practices processes. 
• Ensure sales team alignment to sales processes, policies and procedures. 
• Work closely with Service, Sales Engineering, Product Marketing, Marketing and other BS&A functional areas to support the sales team’s success. 
• Work with sales teams to generate key target opportunities. 
• Drive maintenance renewal business with partners & customers. 
• Understand and adapt to effective sales models and programs. 
• Support other sales efforts as assigned. 

• Other core expectations as defined and requested by your direct supervisor/manager and sales leadership. 
• The Sales Operations Specialist is responsible for the data, processes, and documentation associated with daily sales operations to ensure accurate, consistent, compliant and efficient maintenance of records.  
• Work closely with National Sales team and assist team with daily operations  
• Update customer records, contracts, invoices and service specifications in Salesforce CRM 
• Manage sales data and perform data cleaning by managing duplicates, data changes and correcting inaccurate or missing information 
• Review changes to the customer annual subscription to ensure accurate billing; manage renewal process and collections 
• Review, investigate, and correct errors and inconsistencies in financial entries, documents and reports 
• Create, audit and approve renewal invoices prior sending them to the accounting system  

Accounts Receivable, Billing and Collections 

• Ensure timely billing and collections
• You will need to review and validate sales related agreements for completeness and accuracy in compliance with BS&A’s policies and procedures. 
• You will be working with Deal Desk, Sales, Finance, and/or Legal on non-compliant orders and provide direction and clarity on steps to resolve order issues. 

• Assist the Sales team and Finance team in ad hoc projects 
• Partner with Finance to support budgeting, forecasting, vendor management, and purchase-to-pay workflows; track spend against plans and highlight variances.
• Coordinate contract and procurement requests with Legal/Finance (SaaS tools, contractors, hosting, security services); maintain vendor records and renewal calendars. 
• Assist with compliance and risk activities relevant to software delivery (e.g., access controls, audit support, data handling practices) in coordination with IT/Security. 

 
Qualifications 

• Bachelor’s Degree from an accredited 4-year university preferred
• 2 + years of relevant experience, preferably in a SaaS or high-growth technology environment. You had experienced working within an Order Management team/organization.  
• You have a deep understanding of the quote to cash process and cross-functional dependencies 
• You can interact and communicate effectively at all levels of the organization. Ability to work across various cross-functional teams 
• You can work in dynamic, fast paced, fast growing company where flexibility is imperative 
• Have excellent written and verbal interpersonal skills – have the ability to compose effective and accurate correspondence cross-functionally with various internal and external parties 
• You can be flexible, as required, during critical periods such as Quarter/Year End close, etc. 
• You have high level of critical and logical thinking and analysis, with a confirmed proficiency in researching and resolving processing and billing issues 
• You have strong time management skills; ability to prioritize effectively, meet deadlines, work with others and follow through to execute all tasks.  
• Ability to act and operate independently with minimal daily direction from manager to accomplish objectives and meet deadlines.  
• Have working knowledge of Microsoft Word, Excel, and PowerPoint. The perfect candidate must have organization and reporting experience and be at an intermediate or advanced level with Microsoft Excel. It requires knowledge and practical working experience specifically related to VLOOKUP’s, formulas, and pivot tables. 
• Highly detail-oriented and able to multitask 
• Detail-oriented, organized, and able to handle multiple priorities at a time 
• Strong verbal and written communication skills and ability to work collaboratively within cross-functional teams.
• Experience with Salesforce a plus