Estimating Specialist

Position Summary

The Estimating Specialist is responsible for coordinating and facilitating the flow of quoting activities, ensuring customer requests are organized, processed, and completed accurately and efficiently. This position serves as the primary point of contact for incoming quotation requests and works closely with suppliers, purchasing, scheduling, and internal teams to support timely responses and order fulfillment.

The ideal candidate is highly organized, process-oriented, and an effective communicator who can manage multiple priorities while maintaining accuracy and accountability throughout the quoting process.

Essential Duties and Responsibilities

Quote Management & Coordination

• Serve as the primary point of contact for all incoming requests for quotation (RFQs).

• Organize, maintain, and update the Quote Tracker to ensure accurate visibility of open quotations, priorities, and deadlines.

• Coordinate the flow of quoting activities from initial request through completion.

• Track outstanding quotations, follow up on pending information, and communicate status updates to appropriate stakeholders.

• Ensure quotation documentation is complete, accurate, and properly maintained.

• Identify opportunities to improve quoting processes, response times, and overall efficiency.

Supplier & Vendor Coordination

• Communicate with suppliers to obtain pricing, lead times, and availability for outsourced turnkey components.

• Develop and maintain a working understanding of supplier capabilities, capacities, and manufacturing limitations.

• Follow up with vendors to ensure timely receipt of pricing and supporting information.

• Maintain organized vendor pricing records and relevant supplier information.

• Communicate potential supply constraints, pricing concerns, or delivery risks to internal teams.

Purchasing & Scheduling Support

• Coordinate with internal buyers to facilitate purchase order placement and ensure required information is communicated accurately.

• Work closely with internal scheduling personnel to support on-time delivery commitments.

• Monitor quote-to-order transitions and communicate potential delays or scheduling concerns.

• Support coordination between Sales, Purchasing, Scheduling, and Operations to maintain an efficient workflow.

Qualifications

Required

• High school diploma or equivalent; additional education or training in business, manufacturing, or supply chain preferred.

• Previous experience in manufacturing coordination, estimating support, purchasing, customer service, or a related administrative role preferred.

• Exceptional organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Strong process orientation with the ability to manage multiple requests and competing priorities.

• Proficiency in Microsoft Office, particularly Excel and Outlook.

• Ability to work independently, follow established procedures, and maintain accurate records.

Preferred

• Experience working with manufacturing suppliers, outsourced components, or industrial equipment.

• Familiarity with purchasing processes, vendor quotations, and production scheduling.

• Experience with ERP/MRP systems or quotation tracking tools.

• General understanding of manufacturing processes and supplier capabilities.

Key Competencies

• Strong organization and prioritization

• Clear and effective communication

• Process management and continuous improvement

• Vendor and internal relationship management

• Attention to detail and accuracy

• Problem-solving and follow-through

• Accountability and sense of urgency

Performance Expectations

Success in this role will be measured by:

• Timely processing and coordination of incoming quotation requests.

• Accuracy and completeness of the Quote Tracker.

• Effective communication and follow-up with suppliers and internal teams.

• Consistent coordination of purchasing and scheduling activities.

• Identification and resolution of quoting bottlenecks.

• Continuous improvement in workflow efficiency and quotation turnaround time.

Work Environment

This position operates primarily in an office environment and requires frequent communication with internal departments and external suppliers. Occasional interaction with manufacturing operations may be necessary.

Additional Information

This job description outlines the general responsibilities and expectations of the position and is not intended to be an exhaustive list of duties. Responsibilities may evolve based on business needs.

The John Wood Company is an Equal Opportunity Employer.