Overview
Administrative Assistant Jobs in Waco Area at Global Filtration inc
Title: Administrative Assistant
Company: Global Filtration inc
Location: Waco Area
Executive Administrative Assistant
CRM Administration | Customer Service | Companywide Support
Company: Global Filtration Inc.
Location: 1200 Mary Avenue, Waco, Texas
Position: Full-time, onsite
Schedule: Monday–Friday
Starting Salary: $36,000 per year
Reports to: CEO and Executive Integrator
About Global Filtration
Global Filtration Inc. is a Waco-based manufacturer of FAA-PMA aerospace filtration products with more than 30 years of industry experience. We are strengthening our operations, expanding into defense and industrial markets, and building the team required to support substantial national growth.
Position Overview
Global Filtration is seeking a highly organized, professional, and detail-oriented Executive Administrative Assistant to support our CEO, Executive Integrator, and company as a whole.
This is a blended administrative position combining executive assistance, CRM administration, customer service, main-line telephone coverage, quote preparation, order assistance, and companywide coordination.
The right candidate will be dependable, responsive, comfortable handling confidential information, and capable of keeping multiple priorities organized without allowing customer requests or internal assignments to fall through the cracks.
Primary Responsibilities
Executive and Companywide Support
- Provide direct administrative support to the CEO and Executive Integrator.
- Manage calendars, appointments, meeting preparation, reminders, correspondence, and follow-up assignments.
- Prepare documents, reports, agendas, presentations, spreadsheets, and meeting materials.
- Track deadlines, commitments, and action items involving executives and department leaders.
- Maintain organized electronic and physical records.
- Handle sensitive company and personnel information with discretion.
- Assist departments with approved administrative projects and document coordination.
CRM Administration
- Maintain accurate customer accounts, contacts, opportunities, quotes, activities, tasks, and follow-up dates.
- Enter and update customer communications promptly.
- Identify duplicate, incomplete, or outdated CRM records.
- Ensure every active opportunity and customer request has an assigned owner and next action.
- Prepare CRM activity, pipeline, quote, and follow-up reports for management.
- Help employees follow established CRM procedures and documentation standards.
Customer Service and Main-Line Coverage
- Answer Global Filtration’s main telephone line professionally and promptly.
- Determine the caller’s needs and route technical, sales, quality, accounting, or management matters appropriately.
- Take complete and accurate messages and ensure timely follow-up.
- Assist customers with product availability, order placement, order status, documentation requests, and routine questions.
- Monitor customer communications and make certain requests are resolved, assigned, or escalated.
Quotes and Order Support
- Prepare standard customer quotes using approved pricing, terms, lead times, and templates.
- Document quotes in the CRM and schedule appropriate follow-up.
- Receive purchase orders and verify customer information, part numbers, quantities, pricing, shipping details, and requested delivery dates.
- Coordinate with sales, purchasing, warehouse, quality, and finance personnel to keep orders moving.
- Escalate pricing exceptions, technical questions, quality concerns, returns, credit issues, or unusual customer commitments to the appropriate manager.
Qualifications
- Strong professional telephone presence and customer-service skills.
- Excellent written and verbal communication.
- Exceptional accuracy when working with names, part numbers, quantities, pricing, dates, and customer records.
- Strong organizational, time-management, and follow-through skills.
- Ability to prioritize multiple executive, customer, and departmental requests.
- Ability to exercise discretion and protect confidential information.
- Proficiency with Microsoft Office, email, calendars, spreadsheets, and business documents.
- Previous experience in executive assistance, office administration, CRM administration, customer service, quoting, order entry, or sales support is preferred.
- Sage 100, ERP, CRM, manufacturing, aerospace, or technical-product experience is a plus.
- High school diploma or equivalent required; related college or business training is preferred.
Success in This Position
The successful candidate will create a dependable administrative center for Global Filtration. Executives remain organized, customers receive prompt assistance, quotes and orders move without avoidable delays, CRM records remain accurate, and no important request disappears between departments.
Compensation and Screening
Starting compensation is $36,000 per year. This is a full-time, onsite, non-exempt administrative position. Overtime will be handled in accordance with applicable law and company policy.
Any employment offer may be contingent upon satisfactory completion of employment eligibility verification, a background check, and drug screening as permitted by law.
How to Apply
Please submit your résumé along with a brief introduction describing your administrative, CRM, customer-service, quoting, or order-support experience.
Global Filtration Inc. is an equal opportunity employer.
