What are the responsibilities and job description for the Quote Analyst position at KTEC Equipment & Supplies?
Company: KTEC Direct
Department: Sales Operations / Purchasing
Position: Quote Analyst
Reports To: Sales Operations Manager / Purchasing Manager
Employment Type: Full-Time
KTEC Direct is seeking a detail-oriented, analytical, and customer-focused Quote Analyst to support our sales and purchasing operations.
The Quote Analyst is responsible for reviewing customer requests for quotations (RFQs), identifying appropriate products and suppliers, analyzing costs, determining competitive pricing, and preparing accurate, timely quotations.
This position plays a critical role in supporting sales growth, maintaining profitability, improving quotation turnaround times, and delivering exceptional customer service.
The ideal candidate possesses strong analytical skills, excellent organizational abilities, and an understanding of distribution, procurement, and pricing strategies.
- Review, evaluate, and process incoming customer RFQs.
- Identify customer product requirements, specifications, quantities, and delivery expectations.
- Prepare accurate and competitive quotations within established turnaround times.
- Coordinate with sales representatives, purchasing, and suppliers to obtain pricing and availability.
- Ensure quotations include accurate product descriptions, part numbers, lead times, and terms.
- Maintain organized records of quotations, revisions, and customer communications.
- Analyze supplier costs, freight expenses, and additional charges to determine total product costs.
- Establish competitive selling prices while maintaining company gross margin objectives.
- Review historical pricing, customer purchasing patterns, and market conditions.
- Identify opportunities to improve profitability through supplier negotiations and alternative sourcing.
- Evaluate price discrepancies and recommend corrective actions.
- Apply established pricing guidelines and approval procedures.
- Identify qualified suppliers for chemicals, laboratory supplies, aerospace materials, and industrial products.
- Request and evaluate supplier quotations based on cost, availability, quality, and delivery.
- Research alternative products and manufacturers when requested items are unavailable.
- Maintain current supplier pricing and product information.
- Coordinate with purchasing to verify supplier capabilities and delivery commitments.
- Identify opportunities for improved purchasing costs and supplier relationships.
- Work closely with the sales team to support customer quotation requests.
- Communicate quotation status, product availability, and lead times.
- Respond promptly to internal and external quotation inquiries.
- Assist in resolving pricing discrepancies and product specification questions.
- Support customer-specific pricing agreements, contract quotations, and Vendor Managed Inventory (VMI) programs.
- Provide accurate information that enables the sales team to convert quotations into orders.
- Maintain accurate quotation information within the company's ERP, CRM, and pricing systems.
- Track quotation activity, response times, win rates, and gross margin performance.
- Analyze lost quotations to identify pricing, availability, or competitive issues.
- Develop reports identifying quotation trends and opportunities for improvement.
- Support continuous improvement of quotation processes and pricing accuracy.
- 2 years of experience in quotation analysis, purchasing, inside sales, pricing, or distribution operations preferred.
- Strong mathematical, analytical, and problem-solving skills.
- Proficiency in Microsoft Excel, including formulas, pricing calculations, and data analysis.
- Experience working with ERP, CRM, or inventory management systems.
- Excellent attention to detail and organizational skills.
- Strong written and verbal communication abilities.
- Ability to manage multiple RFQs simultaneously and meet deadlines.
- Understanding of product costs, gross margins, markups, and freight expenses.
- Ability to work effectively with sales, purchasing, and customer service teams.
- Experience in chemical distribution, laboratory supplies, aerospace materials, or industrial distribution.
- Knowledge of supplier sourcing and product cross-referencing.
- Familiarity with hazardous material freight charges and shipping requirements.
- Experience with customer contract pricing and VMI programs.
- Understanding of technical product specifications, manufacturer part numbers, and product substitutions.
- Advanced Excel skills, including pivot tables, XLOOKUP, and pricing models.
The Quote Analyst's performance will be evaluated using the following metrics:
Performance MetricSuggested TargetQuotation turnaround timeWithin 24 hours for standard RFQsQuotation accuracy98% or higherQuote-to-order conversion rateTrack and improve monthlyGross margin complianceMeet established company targetsOn-time quotation completion95% or higherSupplier cost improvementIdentify measurable savingsRFQ backlogMaintain within established limits
Targets are illustrative and should be adjusted to company operating requirements.
- Accuracy: Produces complete, reliable, and error-free quotations.
- Analytical Thinking: Evaluates costs, pricing, and supplier alternatives effectively.
- Responsiveness: Prioritizes customer needs and meets quotation deadlines.
- Profitability Awareness: Balances competitive pricing with company margin objectives.
- Communication: Coordinates effectively with sales, purchasing, suppliers, and customers.
- Accountability: Takes ownership of quotations from initial request through completion.
- Continuous Improvement: Identifies ways to increase quotation efficiency, accuracy, and conversion.
The primary objective of the Quote Analyst is to deliver accurate, competitive, and timely quotations that increase sales opportunities, protect profitability, and strengthen customer relationships.
The Quote Analyst supports KTEC Direct's commitment to responsive customer service, reliable product sourcing, and cost-effective chemical and industrial supply solutions.