Quote Coordinator

Stinebaugh & Company is a locally owned and operated business. We are a small but mighty team of professionals focused on exceptional customer service and represent over 70 nationally known and respected heating, ventilation and air conditioning manufacturers. A dog friendly environment and fun-loving group of individuals makes this an interesting place to call your work-home.

Excellent pay and benefits to include: Health/Dental/Vision Insurance, Paid Leave, Holiday Pay, 401k, Fitness Reimbursement, and Tuition Reimbursement. A full list of benefits to be provided upon request. Purpose and/or Summary of Position: The Quote Coordinator is the central hub of the sales process, responsible for the identification, organization, and distribution of quote opportunities.

This role ensures a seamless flow of information between customers and the sales team by sourcing requests, managing project documentation (plans, specs, and addenda), and tracking quote activity. The Quote Coordinator maintains the master quote schedule to ensure the sales team meets all deadlines with professional, accurate, and peer-reviewed quotes.

Essential Functions

Sourcing & Initial Setup Actively source quote requests from The Plans Room, AGC, SAM.Gov, the company’s Quotes email, and other designated industry resources. Create and initialize new quotes within the order management system, ensuring all available plans, in particular Architectural & Mechanical are downloaded, and specifications are saved in designated locations for easy sales team access.

Collaborate closely with senior leadership to assign new requests to the appropriate team member. Quote Tracking & Coordination Manage the coordination process by tracking activity, saving relevant emails, and updating project notes within the system. Manage the master quotes calendar; generate and distribute the quotes due list to the sales team twice per week (or as needed) to ensure timely submission.

Conduct with the VP & the Sales Team an in-person weekly brief to coordinate each week’s quote assignments, as needed. Monitor, process, and alert the sales team to project addenda from various sources, ensuring technical reviews occur in a timely manner and change quote dates as Quality Control & Quote Distribution Perform a final administrative/grammatical review of prepared quotes, verifying quantities and identifying any data that looks suspicious before quote release.

Consult with Sales Engineers or the Inside Sales Team to resolve discrepancies prior to finalization. Facilitate the formal delivery of prepared quotes to customers via email. Maintenance and quality control for REBAR Upload project plans Review schedules as appropriate and as time allows Initiate take-offs Assign relevant team members and send notifications as necessary Maintain data integrity and consistency for Stinebaugh Office Administration and Facility Support (Shared and/or Backup) Answer phones and greet visitors with an enthusiastic tone.

Ensure the office looks professionally ready/ open for business each morning (lights/phones on, breakroom stocked, paper in machines) and securely put to bed each evening (kitchen cleaned, trash removed, warehouse/front doors locked, and phones forwarded). Assist in the ongoing maintenance and auditing of customer and vendor contact information to ensure database integrity.

Monitor and order office and breakroom supplies (including Costco runs) to ensure the team has the resources necessary to function. Facilitate the last mile of service by making occasional local deliveries to customers, Goldstreak, or Alaska Airlines when required. Maintain a clean and professional office environment, including weekly plant care and general common-area organization.

Education, Certification and Licensure: High School Diploma or equivalent required Experience: Two years of experience in a high-volume, detail-oriented administrative or logistics role in the HVAC or construction industry (preferred). Technical Competencies: Ability to navigate architectural/mechanical plan sets and identify Division 23 Proficiency in CRM/Database management and meticulous digital file organization.

High-level attention to detail for spotting inconsistencies in quantities or formatting in technical quotes. Behavioral Competencies: Collaborative Relationship Management: Builds and maintains trusted, long-term partnerships with customers, manufacturers, and teammates to ensure a unified and professional project experience.

Enthusiastic Service & Responsiveness: Operates with a high sense of urgency and a service-first team mindset to provide rapid, proactive communication that ensures there are no surprises for clients. Stewardship & Precision: Exercises rigorous attention to detail to ensure 100% accuracy in all alphanumeric data and company documentation.

Principled Integrity: Represents the company and its manufacturer partners with unwavering honesty and team work in every commercial interaction. Work Environment: Work is primarily performed in a climate-controlled, professional office environment utilizing standard office equipment (computers, multi-line phone systems, and scanners/copiers).

Requires occasional local travel for client site visits, vendor meetings, or business-related errands. Exposure to active construction sites or mechanical rooms may occur during site visits. Physical Requirements: Ability to remain in a stationary position for extended periods while navigating complex software and communicating with stakeholders.

Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office productivity machinery. Strong visual acuity is required to read, interpret, and transcribe highly detailed technical specifications, submittals, and engineering blueprints, often presented in small-scale fonts or intricate diagrams.

Must be able to discern fine details on a computer screen and in printed materials for extended periods to ensure accuracy in quoting and ordering. Ability to perform repetitive, high-volume data entry with a high degree of precision; must maintain focus and accuracy during tedious tasks involving alphanumeric part numbers and manufacturer codes.

Ability to occasionally move or transport office supplies, submittal binders, or small equipment samples weighing up to 15 pounds.