Sales Administrative Assistant

ETAP empowers customers to make informed decisions throughout the life cycle of their projects with innovative software solutions for electrical systems. By applying ETAP solutions, customers experience continuous intelligence during design and engineering and into operations and maintenance using a unified electrical digital twin platform. ETAP supports customers in their digital transformation and sustainable energy transitions for a green and smart future, helping them to prioritize safety, maximize reliability, and stay resilient.

Our employees' passion for excellence, innovation, and customer satisfaction is our most-prized resource. If you share that passion — and want to be part of a company that leads the energy transition towards a cleaner and more resilient world for future generations — we invite you to join us!

ETAP is committed to creating a diverse work environment and is proud to be an Equal Opportunity Employer.

Job Title: Sales Administrative Assistant
Location: Irvine, CA
Type: Onsite

Job Summary:

We are seeking a highly organized and detail-oriented Sales Administrative Assistant to support our Sales Department. This role is essential in ensuring smooth day-to-day operations by handling administrative tasks, processing orders, preparing proposals, and managing internal reporting. The ideal candidate is proactive, professional, and thrives in a fast-paced, team-oriented environment.

Key Responsibilities:

• Provide administrative support to the Sales team to ensure efficient time and resource management
• Process sales orders, create and review proposals
• Conduct internal audits of sales reports on a weekly, monthly, and quarterly basis
• Liaise and coordinate with international offices and Authorized Representatives
• Serve as a backup for reception and phone coverage
• Schedule meetings and coordinate calendars as needed
• Prepare and distribute departmental correspondence, memos, reports, and project documentation
• Support CRM-related tasks, including report generation and order data entry (Dynamics CRM/Salesforce)
• Record, transcribe, and distribute meeting minutes in a timely manner
• Communicate professionally with colleagues, clients, vendors, and management
• Ensure compliance with company policies, procedures, and regulatory requirements
• Perform additional duties and support projects as assigned

Qualifications:

• Minimum of 3+ years of administrative experience, preferably in a sales environment
• Experience with Microsoft Dynamics, Salesforce, or other CRM platforms strongly preferred
• Strong interpersonal skills and ability to handle confidential information with discretion
• Proven ability to manage multiple priorities and deadlines
• Skilled in handling pricing, proposals, and sales-related documentation
• Excellent written and verbal communication skills
• Strong problem-solving and decision-making abilities
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM systems
• Ability to work collaboratively with a diverse team in a fast-paced setting
• Strong analytical skills with the ability to summarize data and generate reports

Education:

• High school diploma required
• Associate’s or Bachelor’s degree preferred

ETAP requires all successful applicants to undergo and pass a compr