McWane Ductile Ohio - Poles Quote & Order Management Coordinator

Summary: The Poles 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.  This position is a full time (minimum 40 hours per week) on-site position. 

Quotation Management

• Analyze engineering specifications, drawings, and project documentation to develop accurate and complete customer quotations.

• 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.

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 Support

• 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.

• Cross-train 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.

Supervisory Responsibilities: This position has no supervisory responsibilities.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

• Consistently produces precise work, validates information, and identifies discrepancies before they impact the customer or business.

• Takes responsibility for tracking projects from quotation through fulfillment and follows up until completion.

• Successfully manages multiple projects, deadlines, and changing priorities in a fast-paced environment.

• Identifies issues, evaluates solutions, and takes appropriate action to resolve discrepancies and customer concerns.

• Communicates effectively with customers and internal teams while maintaining professionalism and credibility.

• Works collaboratively across departments and actively supports cross-training and continuous improvement efforts.