Quote Coordinator (South Africa) 16086

Quote Coordinator

Team: Quote Coordinator
Location: Remote (U.S. time zones preferred)
Salary: Competitive USD/month (based on experience)
Hours: 40 hours/weekEmployment: Contractor or FTE (depending on location)
Reports To: Operations Manager

About our client

Our client delivers pavement maintenance services nationwide partnering with a large network of subcontractors to complete work orders across 47 states. As the company scales were tightening our quote turnaround and win rates by adding a proactive Quote Coordinator who will own follow-up with subcontractorsensuring quotes arrive on time complete and accurate.

Role Summary

Youll manage the full quote coordination lifecyclefrom receiving work orders and assigning subcontractors to following up until quotes are received. Your mission: drive speed accuracy and responsiveness across every project. Success in this role means faster quote turnaround (5 days) higher subcontractor response rates and more approved quotes.

This position is ideal for someone who thrives on structured follow-through friendly persistence and clear documentation.

Core Responsibilities

Coordinate Quotes

• Receive work orders and confirm scope site details and due dates.
  
• Identify and assign the best-fit subcontractor(s) based on trade geography and capacity.
  
• Ensure subcontractors have all required materials (scope drawings/photos deadlines and terms).
  

Run a Strict Follow-Up Cadence (per subcontractor)

• Day 3: Phone call (primary). Log call notes and status.
  
• Day 4: Email SMS nudge with due date reminder and attachments.
  
• Day 5: Final call. Confirm ETA or identify roadblocks.
  
• If no response pivot immediately to a new subcontractor and restart cadence.
  
• Document every touchpoint in the tracker or CRM.
  

Quality & Handoffs

• Review quotes for completeness (scope pricing breakdowns exclusions and timelines).
  
• Flag inconsistencies and request fast revisions.
  
• Package and hand off finalized quotes to the internal approver or sales team.
  

Relationship Management

• Build and maintain rapport with subcontractors reinforcing timelines and quality expectations.
  
• Maintain an updated roster with responsiveness ratings capabilities and trade specialties.
  
• Escalate unresponsive vendors and suggest alternatives.
  

Tracking & Reporting

• Maintain a live tracker of all work orders subcontractor assignments touchpoints ETAs and outcomes.
  
• Report daily/weekly on SLA adherence turnaround times and bottlenecks.
  

Success Metrics (KPIs)

• Turnaround Time: 5 business days from work order to received quote.
  
• Follow-Up SLA Adherence: 95% cadence completion (D3/D4/D5).
  
• Response Rate: 80% subcontractor response within 5 days (or documented pivot).
  
• Quote Quality: 5% requiring rework due to missing or inaccurate details.
  
• Throughput: Target of X quotes/week (set post-ramp).
  
• Approval/Wins: Measurable lift in quote approval rate month over month.
  

Ideal Candidate Profile

• 2 years in coordination operations or vendor management roles.
  
• Strong written and verbal communicationespecially in follow-up and relationship-building.
  
• High attention to detail and disciplined task tracking.
  
• Comfortable working in spreadsheets CRMs and project management tools.
  
• Persistent organized and able to manage multiple work orders simultaneously.

Required Experience:

IC