Quotes and Data Entry Coord

Who We Are:

Founded in 1971 in Chelmsford, MA and now headquartered in Southern California, NAVCO has been committed to innovation and world-class service from day one. Built on our core values of Quality, Teamwork, Respect, Honesty, Integrity, and Responsibility, NAVCO has grown into one of the largest security integrators in the country. As an employee-owned company, our security experts are personally invested in creating safer and more financially secure environments for our customers, colleagues, and communities.

Position Summary:

The Quotes & Data Entry Coordinator plays a critical role in supporting NAVCO’s Operations and Sales teams through accurate data management, subcontractor quote coordination, and project closeout administration within NetSuite ERP. This position is responsible for managing subcontractor quote requests, maintaining RFQ tracking systems, coordinating communication between Sales teams and subcontractors, and ensuring completed projects are properly documented and closed out in NetSuite.

This role combines operational quoting responsibilities with administrative data entry functions to support timely project execution, billing accuracy, reporting integrity, and customer satisfaction. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities:

Quote Coordination & RFQ Management

• Monitor the Quotes inbox for incoming subcontractor quote requests from Sales teams.
• Review quote requests for completeness and accuracy, including scope documents, floorplans, installation guides, deadlines, and project requirements.
• Coordinate with Sales teams to obtain missing or corrected information when necessary.
• Identify qualified subcontractors using NAVCO resources, including:
• Contractor Maps
• Master Contractor Sheets
• NetSuite Saved Searches
• Send RFQs (Requests for Quote) to subcontractors via email.
• Track RFQs, deadlines, subcontractor responses, and project status using SmartSheets and NetSuite.
• Follow up with subcontractors to ensure quote turnaround timelines are met.
• Maintain organized quote tracking using Outlook categories and internal tracking systems.
• Serve as a liaison between Sales teams and subcontractors regarding project scope, scheduling, and quote clarifications.
• Review submitted subcontractor quotes for compliance with NAVCO standards, including:
• Proper scope understanding
• Valid pricing structure
•  Accurate labor, travel, and miscellaneous costs
• Required certifications and compliance standards
• Store and distribute finalized quotes to Sales teams for customer review and approval.
• Data Entry & Project Closeout Administration
• Enter final project details into NetSuite to close out completed installations and service calls.
• Upload all supporting project documentation into NetSuite, including:
• Project photos
• Customer sign-offs and closeout numbers
• Subcontractor documentation
• Verify project records are complete and accurate prior to closeout.
• Ensure precise data entry to support billing, reporting, compliance, and operational tracking.
• Maintain organized electronic records and documentation standards.

Timeline & Workflow Management

• Prioritize quote requests and closeout tasks based on deadlines and operational urgency.
• Ensure subcontractor RFQs are distributed within 24 hours once all required information is received.
• Meet established turnaround expectations, typically within 3 business days.
• Provide regular status updates to Sales and Operations teams.
• Meet daily and weekly productivity benchmarks.

Process Improvement & Compliance

• Identify opportunities to improve workflows, documentation processes, and quoting efficiency.
• Maintain confidentiality and adhere to company policies and privacy regulations.
• Assist with operational reporting and internal tracking as needed.
• Support continuous improvement initiatives related to NetSuite workflows and operational efficiency.

Education & Experience

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 1–3 years of experience in:
• Data entry
• Administrative coordination
• Operations support
• ERP systems (NetSuite preferred)
• Experience supporting Sales or Operations teams in fast-paced environments.

Skills & Competencies

• Strong proficiency in Microsoft Office Suite, including Outlook and Excel.
• Experience with NetSuite ERP or similar business systems preferred.
• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to data accuracy.
• Excellent verbal and written communication skills.
• Ability to manage multiple deadlines and priorities independently.
• Proactive, dependable, and highly collaborative mindset.
• Strong problem-solving skills and adaptability in dynamic work environments.

Preferred Qualifications

• Experience working with subcontractors, field service operations, or installation projects.
• Familiarity with quoting processes and RFQ coordination.
• Prior experience in security integration, construction, service, or installation industries.
• Knowledge of NetSuite workflows and saved searches.

Company Benefits & Perks:

• ESOP – Employee Stock Ownership Program
• 401(k) Retirement Plan
• HSA / PPO health plans, dental, vision, and supplemental life insurance
• Recognition and Rewards Program
• Social Responsibility Day (1 paid volunteer day annually)
• 8 Paid Holidays
• Personal Floating Holiday (8 hours annually)
• Magellan Employee Assistance Program

AAP / EEO Statement

NAVCO provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic. NAVCO complies with all applicable federal, state, and local nondiscrimination laws. Harassment or discrimination of any kind is strictly prohibited.

Salary : $17 - $20