Sales Administrator

Location: San Jose, CA.

Job description:

Do you love being the go-to person who keeps sales organized and moving forward? Do you want a role where your work directly supports multimillion-dollar global projects?

If you enjoy supporting customers, coordinating information across teams, organizing documentation, and helping sales run smoothly, this is the perfect role for you.

ESP Safety is a global manufacturer of flame and gas detection systems used across major industrial and energy facilities worldwide. As we grow our presence across the Middle East, Europe, Asia, Latin Americas and the U.S., we’re looking for a Sales Administrator who excels at communication, organization, and handling technical information with confidence.

This is a dynamic role where you will support clients, sales managers, marketing, and cross-functional teams — ensuring everything runs seamlessly.

What You’ll Do

Client Communication & Order Updates

- Send timely, professional updates to customers on order status, delivery timelines, and required documents.

- Communicate clearly between customers and internal teams to ensure accurate expectations.

- Prepare polished customer-facing messages, reminders, and follow-ups.

Sales Enablement & Registration Support

- Handle vendor/supplier registrations, prequalification documents, and customer onboarding forms.

- Manage client portals and upload datasheets, certificates, and company information.

- Support regional sales managers with customer forms, tenders, and compliance submissions.

Technical Documentation & Marketing Materials

- Prepare and organize sales material packages (datasheets, brochures, certificates, manuals).

- Maintain version control to ensure customers always receive up-to-date documents.

- Assist in preparing product information packs, marketing collateral, and presentation materials.

Sales Administration

- Prepare clean, accurate quotes and commercial offers using approved pricing.

- Log RFQs and maintain organized sales trackers.

- Update Salesforce with opportunity notes, documents, and activity follow-up.

Why This Role Stands Out

This is a communication-forward, client-facing support role, not a back-office admin job.

At ESP Safety, you will:

- Be the direct link between sales, clients, and internal teams

- Work with both sales and marketing materials across global regions

- Support high-profile customers and EPCs

- Grow your skills in customer support, sales operations, and documentation

- Work in a technical but friendly, collaborative environment

You get to make a real impact every day while keeping the sales engine running smoothly.

What We’re Looking For

- 2–4 years in sales support, customer service, sales coordination, or related roles

- Excellent written communication skills — this is essential

- Confidence working with technical information and structured documentation

- High accuracy and strong organizational skills

- Experience with sales registrations, vendor portals, or similar tasks is a plus

- Familiarity with Salesforce, HubSpot, SAP, QuickBooks, or similar systems preferred

- A proactive, follow-through personality — someone who closes loops, not waits for reminders

- Ability to work full-time on-site in San Jose, CA

What You’ll Gain

- A central role supporting global sales activity

- Growth opportunities in sales coordination, marketing support, tenders/proposals, or CRM management

- Daily interaction with international customers and team members

- A stable, growing company with exciting expansion plans

- A chance to build strong professional communication skills in a technical industry

ESP Safety, Inc. is an equal opportunity employer. We do not discriminate based on any legally protected status, including race, color, religion, sex, pregnancy, age, disability, citizenship, uniformed service, or any other protected class under federal, state, or local law.

Job Type: Full-time

Benefits:

- Dental insurance

- Flexible schedule

- Health insurance

- Paid time off

- Vision insurance

People with a criminal record are encouraged to apply

Experience:

- sales support, customer service, and sales coordination,: 2 years (Required)

- sales registrations, vendor portals, or similar tasks: 1 year (Preferred)

Pay Rate: $30-$35 per hour

Work Location: In person