About the Job
The Quotations Specialist plays a crucial role in the sales process, ensuring that proposals are accurately prepared and submitted in a timely manner. This position is responsible for maintaining department KPIs and response turnaround times while performing tasks with minimal supervision and high flexibility. The Quotations Specialist will collaborate with multiple departments to gather necessary inputs and prepare comprehensive proposals based on requests for quotations (RFQs) and invitations to bid (ITBs).
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Responsibilities
The Quotations Specialist tasks and duties include:
- Review the RFQ/ITB with the Directors of Sales/Sales Managers and analyze the request.
- Interpret the full requirements requested and determine/organize how to present the deliverables specified in the proposal request, including:
- Instructions to Bidders
- Project Scope of Work
- Technical Specifications
- Deviations and Exceptions List
- Price Bid Sheets
- Engage appropriate disciplines/departments and distribute applicable portions of the proposal documents to each, including:
- Application engineering
- Operations (Manufacturing plants)
- Compliance
- Finance/Credit
- Legal
- Customer service (Local and Overseas)
- Field Service (Consumables, Tools, Carousels, Training, etc.)
- Logistics
- Quality
- Projects
- Schedule a Kickoff Meeting for the proposal if required, and work closely with the sales members to follow their guidelines.
- Perform a weekly follow-up meeting with sales members to discuss task completions and highlight priorities.
- Determine the schedule for the proposal and respond before the deadlines.
- Follow the proposal department KPIs, including response time.
- Coordinate with all departments for their input and documents to ensure that the proposal is successfully assembled.
- Organize all deliverables to issue the formal proposal to the Client by preparing the quotation/proposal from A to Z via D365 and Omega systems, CPQ, and follow the procedures to create the estimates.
- Manage the post-bid technical and commercial clarifications from Clients.
- Obtain the necessary approvals of GTM, visual compliance, and DOA related to the estimate, logging all approvals.
- Maintain a log for project proposals and track status until won or lost with the quotation specialists.
- Coordinate the handover to the Order management team, Projects & Operations teams.
- Ensure any project requirements, ITP & any nonstandard items are costed and agreed by application engineering and the Quality department.
- Material costing shall remain with the proposal team and Sales Director/VP only and shall not be exposed to the sales managers.
Qualifications
- Bachelor's degree or equivalent and 3-5 years of experience in a similar position.
- Previous experience within an Estimating role.
- Product experience/knowledge of composites, understanding of bid processes, and negotiation.
- Understanding of applicable Industry Standards for Fiberglass Composite Products.
- Piping/EPC experience.
- Strong mathematics and IT skills, problem-solving abilities.
- Proficient in the use of Microsoft Word & Excel.
- Ability to use D365 and ERP systems.
- Ability to undertake material take-offs from 3rd party information.
- Ability to read & understand drawings.
