Quote Specialist

Gleaners Food Bank Of I • Indianapolis, IN

7d • Onsite

About The Position

The Quote Specialist supports the Partner Support/Sales Team and daily operations by developing accurate cost estimates, preparing customer quotes and proposals, and coordinating orders from request through delivery. The role works with Partner Support/Sales, Supply Chain, Purchasing, Production Operations, Finance, and Transportation to confirm customer requirements, apply approved pricing, enter and verify orders, and support timely fulfillment and a positive customer experience. Responsibilities support Gleaners’ mission to be a leader in the fight against hunger.

The position is onsite, and relocation is not provided. The Quote Specialist also provides backup support to the Supply Chain team and follows workplace and food safety policies and applicable procedures when coordinating orders, production, and shipments.

Requirements

• High school diploma or equivalent experience.
• Experience in quoting, cost estimating, order processing, customer or sales support, supply chain, or a related field.
• Excellent interpersonal, written, and verbal communication skills, including the ability to communicate professionally and respectfully with staff, customers, agencies, volunteers, and donors.
• Ability to calculate costs, apply pricing guidelines, perform basic math, and maintain accurate records.
• Proficiency with Microsoft Office, including Excel and Outlook, and ERP/CRM systems.
• Understanding of purchasing, inventory, warehouse processes, production, and order fulfillment.
• Strong attention to detail and organization, and ability to manage competing priorities, work independently, and meet deadlines.
• Ability to identify and resolve problems, collaborate across departments, remain receptive to feedback, and maintain a positive and flexible approach.

Nice To Haves

• Secondary education or relevant certification.
• Food distribution or production experience.
• Experience with Salesforce, ProducePro, ERP, or warehouse management systems.

Responsibilities

• Support the Partner Support/Sales Team and daily operations through administrative tasks, customer coordination, and order follow-up.
• Respond to Partner Support/Sales Team inquiries and review quote requests to confirm product specifications, quantities, packaging, production needs, quality requirements, and delivery timelines.
• Calculate estimated food, packaging, labor, freight, and other operational costs in coordination with Purchasing, Supply Chain, and Production Operations.
• Collaborate with Finance to validate cost estimates, review margins, and ensure quotes reflect approved costing and pricing guidelines; document assumptions and confirm availability, capacity, and anticipated lead times.
• Prepare and revise quotes, proposals, agreements, and related documentation using Finance-approved pricing and margin guidelines, and obtain required approvals for pricing exceptions and service configurations.
• Review quotes and accepted orders for completeness and accuracy; enter and verify sales orders in applicable systems and communicate customer specifications, delivery timelines, and quality requirements to internal teams.
• Coordinate with the Supply Chain Specialist on order verification and fulfillment; schedule shipments with the Partner Support/Sales Team and Transportation, track orders through delivery, and provide status updates.
• Keep the Partner Support/Sales Team informed of account changes, order readiness, confirmations, shipping, delivery, and issues throughout the order cycle.
• Follow up on missing information and approvals and help resolve order discrepancies, delays, and customer concerns with the appropriate teams.
• Maintain accurate customer, cost estimate, quote, agreement, and order records in Salesforce, ProducePro, and other applicable systems.
• Coordinate customer project meetings, maintain project records, complete follow-up communications, and participate in Partner Support/Sales and operational meetings to support customer relationships and repeat business.
• Work with Finance to compare estimated costs and margins with actual results, communicate variances to the appropriate teams, and contribute to improvements in quoting, order processes, and warehouse management system data.
• Provide backup support to the Supply Chain team, maintain professional working relationships across departments, and adjust priorities, tasks, and assignments as team needs change.
• Follow workplace and food safety policies and applicable procedures, ensuring adherence to food safety guidelines and applicable processes or regulations for safe and sanitary production and storage.

Benefits

• Medical, dental, and other supplemental insurance
• 14 paid holidays, 3 paid sick leave days, federal holidays, 2 volunteer days, and a birthday benefit
• Learning and development opportunities
• Company-paid vision insurance, long-term disability, and $50,000 life AD&D coverage
• Paid life and long-term disability insurance
• Maternal, parental, and caregiver leave
• On-site gym
• Wellness programs
• 403(b) plan with up to 4% match
• Monthly attendance bonus
• Opportunity to earn up to 10% incentive pay
• Apparel allowance

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED