Administrative Assistant

Executive Administrative Assistant CRM Administration | Customer Service | Company wide 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

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.

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 company wide 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.

• 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.

• 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• Identify duplicate, incomplete, or outdated CRM records.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.

• 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.

• 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.

• 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…