Quote Coordinator

Team: Quote Coordinator
Location: Remote (U.S. time zones preferred)
Salary: Competitive USD/month (based on experience)
Hours: 40 hours/week | Employment: Contractor or FTE (depending on location)
Reports To: Operations Manager

About our client

Our client delivers pavement maintenance services nationwide, partnering with a large network of subcontractors to complete work orders across 47 states. As the company scales, we’re tightening our quote turnaround and win rates by adding a proactive Quote Coordinator who will own follow-up with subcontractors—ensuring quotes arrive on time, complete, and accurate.

Role Summary

You’ll manage the full quote coordination lifecycle—from receiving work orders and assigning subcontractors to following up until quotes are received. Your mission: drive speed, accuracy, and responsiveness across every project. Success in this role means faster quote turnaround (≤5 days), higher subcontractor response rates, and more approved quotes.

This position is ideal for someone who thrives on structured follow-through, friendly persistence, and clear documentation.

Core Responsibilities

Coordinate Quotes

Receive work orders and confirm scope, site details, and due dates.
Identify and assign the best-fit subcontractor(s) based on trade, geography, and capacity.
Ensure subcontractors have all required materials (scope, drawings/photos, deadlines, and terms).

Run a Strict Follow-Up Cadence (per subcontractor)

Day 3: Phone call (primary). Log call notes and status.
Day 4: Email + SMS nudge with due date reminder and attachments.
Day 5: Final call. Confirm ETA or identify roadblocks.
If no response, pivot immediately to a new subcontractor and restart cadence.
Document every touchpoint in the tracker or CRM.

Quality & Handoffs

Review quotes for completeness (scope, pricing breakdowns, exclusions, and timelines).
Flag inconsistencies and request fast revisions.
Package and hand off finalized quotes to the internal approver or sales team.

Relationship Management

Build and maintain rapport with subcontractors, reinforcing timelines and quality expectations.
Maintain an updated roster with responsiveness ratings, capabilities, and trade specialties.
Escalate unresponsive vendors and suggest alternatives.

Tracking & Reporting

Maintain a live tracker of all work orders, subcontractor assignments, touchpoints, ETAs, and outcomes.
Report daily/weekly on SLA adherence, turnaround times, and bottlenecks.

Success Metrics (KPIs)

Turnaround Time: ≤ 5 business days from work order to received quote.
Follow-Up SLA Adherence: ≥ 95% cadence completion (D3/D4/D5).
Response Rate: ≥ 80% subcontractor response within 5 days (or documented pivot).
Quote Quality: ≤ 5% requiring rework due to missing or inaccurate details.
Throughput: Target of X quotes/week (set post-ramp).
Approval/Wins: Measurable lift in quote approval rate month over month.

Ideal Candidate Profile

2+ years in coordination, operations, or vendor management roles.
Strong written and verbal communication—especially in follow-up and relationship-building.
High attention to detail and disciplined task tracking.
Comfortable working in spreadsheets, CRMs, and project management tools.
Persistent, organized, and able to manage multiple work orders simultaneously.

Account/Quote Co-Ordinator - 18200