Quote Coordinator

Stinebaugh & Company•Anchorage, AK

2d•$29 - $36

About The Position

The Quote Coordinator is the central hub of the sales process at Stinebaugh & Company, a locally owned and operated business representing more than 70 nationally known HVAC manufacturers. The role sources, organizes, and distributes quote opportunities and coordinates information between customers and the sales team. It manages project documentation, quote activity, and the master quote schedule to help ensure timely, accurate, and peer-reviewed quotes. The position also supports REBAR maintenance and quality control, project plan uploads, schedule reviews, take-offs, team assignments, and company data integrity. Shared office and facility duties include answering phones, greeting visitors, preparing and securing the office, maintaining contact information and supplies, making occasional local deliveries, and keeping common areas organized. Work is primarily in a climate-controlled professional office using standard office equipment, with occasional local travel for client visits, vendor meetings, and business errands. Site visits may involve exposure to active construction sites or mechanical rooms. The role requires sustained attention to detailed technical documents and data entry, frequent computer use, and occasional handling of items weighing up to 15 pounds.

Requirements

High school diploma or equivalent.
Ability to navigate architectural and mechanical plan sets and identify Division 23.
Proficiency in CRM/database management and meticulous digital file organization.
High attention to detail for identifying inconsistencies in quantities or formatting in technical quotes.
Ability to remain stationary for extended periods while using software and communicating with stakeholders.
Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office productivity machinery.
Visual acuity to read, interpret, and transcribe detailed technical specifications, submittals, and engineering blueprints, including small-scale fonts and intricate diagrams.
Ability to discern fine details on screens and printed materials for extended periods.
Ability to perform repetitive, high-volume data entry accurately and maintain focus on 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.
Collaborative relationship management, service-oriented responsiveness, precision, and principled integrity.

Nice To Haves

Two years of experience in a high-volume, detail-oriented administrative or logistics role in the HVAC or construction industry.

Responsibilities

Source quote requests from The Plans Room, AGC, SAM.Gov, the company’s Quotes email, and other designated industry resources.
Create and initialize quotes in the order management system; download available plans, particularly architectural and mechanical plans, and save specifications in designated locations.
Work with senior leadership to assign quote requests to appropriate team members.
Track quote activity, save relevant emails, and update project notes in the system.
Manage the master quotes calendar and distribute a quotes due list to the sales team twice per week or as needed.
Conduct a weekly in-person brief with the VP and Sales Team to coordinate quote assignments, as needed.
Monitor and process project addenda, alert the sales team, support timely technical reviews, and update quote dates.
Perform final administrative and grammatical reviews of prepared quotes, verify quantities, and flag suspicious data before release.
Consult Sales Engineers or the Inside Sales Team to resolve discrepancies before quote finalization.
Deliver prepared quotes to customers by email.
Maintain and quality-control REBAR; upload project plans, review schedules as appropriate, initiate take-offs, assign relevant team members, send notifications, and maintain company data integrity and consistency.
Answer phones and greet visitors enthusiastically.
Prepare the office for business each morning and secure it each evening, including managing lights, phones, supplies, kitchen cleanup, trash, doors, and phone forwarding.
Assist with maintenance and auditing of customer and vendor contact information.
Monitor and order office and breakroom supplies, including making Costco runs.
Make occasional local deliveries to customers, Goldstreak, or Alaska Airlines when required.
Maintain a clean, professional office environment, including weekly plant care and common-area organization.