JOB DUTIES
Project Intake and Evaluation: receive bid invitation from contractor or customer, log project into CRM, quoting software or bid tracker, create a digital job folder (use consistent naming), review plans, specs, fixture schedule and addenda, confirm bid due date, quote format, and delivery method, identify scope by divisions and product types, flag special order, specified brand, and value engineering opportunities, confirm which manufacturers are acceptable per specs.
Request for Pricing and Quoting: perform material takeoff (fixtures, carriers, fittings, piping, etc.), separate quote by categories, send RFQs to manufacturers, reps and key vendors for pricing, note any long lead times or discontinued items, validate pricing for quoted items (cost margin), offer value-engineered alternatives if appropriate, include freight, taxes, and handling charges if applicable, ensure accurate unit of measure and quantities per spec, and double-check model numbers and spec compliance.
Quote Submission: prepare quote in Eclipse, clearly outline inclusions, exclusions, and substitutions, highlight VE options or alternate products, ensure terms and conditions are included, submit quote before deadline via required method (email, portal, etc.), confirm receipt with contractor or estimator, and save final quote to project folder and CRM.
Follow-up and Revisions: follow up 1-3 days after bid to confirm status, respond to contractor clarifications or changes, re-price based on new addenda or revised scope, track which contractors are bidding and who wins the job, and update bid tracker or CRM with revised pricing and notes.
Final Quote Preparation for Contractor: convert internal bid pricing into contractor-facing final quote format, adjust pricing to reflect contractor-specific terms, tags, or preferences, verify required fixture tags per plans/specs, ensure correct tag quantities match fixture schedule and addenda, label products clearly with associated manufacturer/model, review quote presentation for clarity and completeness, ensure quote aligns with project delivery and freight expectations, attach applicable product data sheets or VE comparison as needed, and save final quote and tag breakdown to job folder and CRM.
Project Award and Order Processing: confirm PO received and pricing matches original quote, acknowledge PO in ERP system, order materials promptly with lead time verification, confirm shipping address and delivery dates, communicate any backorders or lead time issues to customer, prepare submittals/shop drawings if required, no special order material is to be released or ordered without approved submittals or written release by contractor, once submittals are prepared, detail schedule all material that are both STOCKED and NOT ON VENDOR JOB QUOTE into a Call When Specified generation dated 30-60 days into the future (or further out depending on what knowledge we have on job schedule and/or future price increases). Doing this will minimize the possibility of having a supply issue on stock items at release, enable purchasing to generate ffa PO's with more ease, and avoid monopolizing existing inventory.... thus improving overall inventory flow.
Project Management Support: coordinate staged deliveries based on jobsite needs, tag and label materials for jobsite clarity, track orders and confirm arrival with warehouse and customer, manage and process any returns or overages, and communicate substitutions if needed due to lead times.
Change Order and Add-on Management: respond to change order pricing requests promptly, track all add-ons and revisions tied to original job, price and document change orders separately, and keep record of all quotes, Pos, and invoices tied to job.
Project Closeout: confirm all deliveries have been made, ensure all invoices are sent and paid, archive job folder and update CRM with final notes, review profitability and note lessons learned, and capture any contractor feedback or product issues for future jobs.
Additional Responsibilities: keep up-to-date fixture spec sheets and pricing libraries, build standard quote templates for efficiency, attend contractor pre-bid meetings when possible, analyze win/loss rate and average margins, maintain VE product library by brand or spec, convert internal bid pricing into contractor-facing final quote format, adjust pricing to reflect contractor-specific terms, tags, or preferences, verify required fixtures tags (unit types, room numbers, etc.) per plans/specs, ensure tag quantities match fixture schedule and addenda, label products clearly with associated manufacturer/model, consolidate and round quantities where appropriate (e.g., case or box quantities), review quote presentation for clarity and completeness, ensure quote aligns with project delivery and freight expectations, attach applicable product data sheets or VE comparison as needed, save final quote and tag breakdown to job folder and CRM, and submittals for review will be pending receipt of customer purchase order.
