Quote and Order Management Coordinator

Job Description

McWane Poles a world class manufacturer of ductile iron pipe and utility poles. The company is currently seeking candidates for a

Quote and Order Management Coordinator

Summary: The Quote & Order Management Coordinator is responsible for managing customer projects from the quotation stage through final order completion. This position serves as a critical link between customers, sales, engineering, production, scheduling, shipping, and accounting to ensure all project requirements are accurately quoted, entered, manufactured, and delivered. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple projects simultaneously while maintaining a high degree of accuracy. This individual will review engineering specifications, prepare and validate quotations, verify order requirements, communicate discrepancies, and monitor projects throughout the order lifecycle to ensure customer expectations are met.

Essential Duties and Responsibilities: Include those listed below. Other duties may be assigned.

Quotation Management

• Review customer requirements and ensure all project specifications are properly captured in the quotation.
• Prepare cost estimates and pricing proposals that align with customer requirements and company standards.
• Maintain accurate records of all quotations and revisions.
• Analyze engineering specifications, drawings, and project documentation to develop accurate and complete customer quotations.

Order Verification & Management

• Review approved project drawings and customer purchase orders to verify consistency with the original quotation.
• Ensure products, quantities, configurations, pricing, delivery requirements, and special instructions match approved specifications.
• Identify discrepancies between quoted products, approved drawings, and customer purchase orders.
• Requote projects when specification or drawing changes occur.
• Communicate pricing and specification differences to customers in a clear and professional manner.
• Enter and maintain accurate sales orders within company systems.

Project Coordination

• Track projects from quotation through order completion and delivery.
• Monitor project milestones and proactively identify potential issues or delays.
• Coordinate with production, shipping, scheduling, engineering, accounting, and sales teams to ensure successful execution.
• Keep internal stakeholders informed of project status, changes, challenges, and opportunities.
• Participate in customer meetings and project review discussions as needed.

Customer Service

• Serve as a primary point of contact for customers regarding quotes, orders, revisions, and project status.
• Provide timely responses to customer inquiries.
• Develop positive working relationships through consistent communication and follow-through.
• Explain specification changes, drawing revisions, and pricing impacts to customers when necessary.
• Crosstrain in key departmental functions to provide backup support and increase team flexibility.
• Assist team members and other departments as needed to meet customer commitments.
• Maintain a collaborative, solution-oriented approach to problem solving.

We offer a competitive compensation and benefits package.  Professional references, education, and background checks will be conducted, and a post offer/pre-employment drug screen will be required.

Apply online at www.mcwaneductile.com/careers/

Working Conditions

• This position is a full-time (minimum 40 hours per week) on-site position.
• Physical activities that require use of arms and legs, stooping, and handling tools and materials.
• The work environment varies from a typical office setting but may need to go in the production areas that will require PPE.
• Classification: Non-Exempt Position
• Reports to: Inside Sales Manager
• Position type and expected outs of work: Full-time hours, work schedule is 7:00 AM – 4:00 PM, additional hours as needed and schedule subject to change.

Qualifications

Qualifications:

• High school diploma required; associate or bachelor's degree preferred.
• Minimum of 3 years of experience in order management, project coordination, customer service, inside sales support, estimating, or a related field.
• Experience interpreting technical documents, drawings, specifications, or engineering-related information.
• Strong organizational and time management skills.
• Ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail with a commitment to accuracy.
• Experience working within ERP, order entry, or business management systems.
• Proficiency with Microsoft Office applications, including Excel and Outlook.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
McWane is a Federal VEVRAA contractor, and an Equal Opportunity Employer committed to providing equal employment opportunity in all employment practices. McWane will not discriminate against any applicant for employment because of their race, color, religion, sex, national origin, age, sexual orientation, disability, veteran or service member status, marital status, citizenship status (In IL - sex, including same sex, ancestry, order of protection status, physical or mental disability, military status, pregnancy, unfavorable discharge status, genetic information), (In IA - gender identity), (In CA- gender identity or expression, and genetic information) or any other category protected by federal, state or local law.