What are the responsibilities and job description for the Quote Specialist position at Data-Mail, Inc.?
SUMMARY
The Quote Specialist is responsible for preparing accurate, timely, and well-researched quotes for client projects. This is a hands-on role that requires a proactive approach to problem-solving, collaboration, and follow-through. The Quote Specialist works closely with Sales, Operations, and other cross-functional teams to ensure all quotes are competitive, strategically aligned, and delivered within required deadlines.
As a key contributor to workflow efficiency, the Quote Specialist supports a seamless quoting process that enhances client satisfaction and drives company profitability. Success in this position requires exceptional attention to detail, strong time management skills, and the ability to collaborate effectively across departments.
Given the high level of cross-departmental collaboration required, this position is on-site and requires full in-office presence five days per week.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Review and validate incoming quote requests for accuracy and completeness.
- Prepare and assemble quotes in the company-approved format, ensuring completeness, accuracy, and consistency.
- Collaborate with cross-functional partners to collect required information.
- Ensure quotes are processed within established deadlines.
- Consistently demonstrate teamwork and collaboration with colleagues, cross-functional partners, and internal customers.
- Publish 2x/day quote reports for Sales & Account Services
- Communicate proactively regarding potential delays or risks that may impact delivery.
- Secure executive approvals for quotes and provide all required supporting documentation.
- Maintain current technical knowledge of company processes, production methods, and industry terminology.
- Present prepared quotes by organizing numerical data and descriptive details in a clear, professional format.
- Recommend process improvements to reduce costs, increase efficiency, and strengthen the quality of deliverables.
- Support additional departmental projects and perform other duties as assigned by leadership.
EDUCATION & EXPERIENCE
- Minimum of 2 years’ experience in quoting, estimating, or a related field.
- Experience in printing or direct mail production strongly preferred.
- Must possess demonstrated proficiency in Microsoft Excel (including formulas, pivot tables, and data analysis) and Adobe Acrobat.
CORE COMPETENCIES
- Strong math, analytical, and problem-solving skills.
- Excellent written and verbal communication abilities.
- Exceptional attention to detail and accuracy.
- Ability to work independently and manage multiple priorities.
- Strong organizational and time-management skills in a deadline-driven environment.
- Demonstrated commitment to continuous learning and improvement.
- Experience in printing or related industries a plus.