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. This role works closely with the Partner Support/Sales Team, Supply Chain, Purchasing, Production Operations, Finance, and Transportation to confirm customer requirements, apply approved pricing, enter and verify orders, and support timely fulfillment ensuring positive customer experience. All responsibilities further Gleaners’ mission to be a leader in the fight against hunger.
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 requests for quotes 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. 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.
Proactively 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.
Collaborate with Finance to compare estimated costs and margins with actual results and communicate variances to the appropriate teams to improve future estimates. 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 Gleaners’ workplace and food safety policies and applicable procedures when coordinating orders, production, and shipments. Ensure compliance and adherence to all food safety guidelines according to GFB, Feeding America, AIB, USDA, ISDH and any other applicable processes or regulations for safe and sanitary production and storage of all products
High school diploma or equivalent experience; secondary education or relevant certification a plus
Experience in quoting, cost estimating, order processing, customer or sales support, supply chain, or a related field; food distribution or production experience preferred.
Experience with Salesforce, ProducePro, ERP, or warehouse management systems preferred.
Excellent interpersonal and written and verbal communication skills; 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, 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.
14 paid holidays 3 Paid Sick Leave Day, Federal Holidays, 2 Volunteer Days & Birthday
Learning & Development Opportunities
Company paid vision, long-term disability, $50,000 life AD&D
Paid Life and Long-Term Disability Insurance
Maternal, parental & caregiver leave
On-site Gym
Wellness programs
403(b) Plan with up to 4% match
Monthly attendance bonus
Earn up to 10% incentive pay
Apparel allowance
Since 1980, Gleaners’ commitment to fighting hunger through innovation, collaboration and teamwork has placed our organization as one of the leaders in the Feeding America network. We are proud to be a certified Good Wages Initiative employer through EmployIndy, offering a living wage and employer-sponsored health insurance.