Quotation Project Coordinator

Location: Pekin, IL
Schedule: Monday–Friday | 7:00 AM–3:30 PM
Salary: $60,000–$70,000 annually, based on experience and qualifications

About the Role

We are seeking an organized and proactive Quotation Project Coordinator to manage customer quotation requests from the time they are received through final submission and follow-up.

In this role, you will keep quotations moving forward by coordinating information across departments, tracking deadlines, following up on action items, and providing clear updates to customers and leadership. This is an excellent opportunity for someone who enjoys organization, communication, problem-solving, and managing multiple priorities in a fast-paced environment. 

What You’ll Do

• Manage the open quotation pipeline from initial request through completion, submission, follow-up, and final disposition.
• Track customer information, opportunity value, responsible team members, deadlines, current status, and next steps.
• Establish quotation deadlines and communicate expectations to responsible team members.
• Coordinate required information with Operations, Procurement, Finance, Engineering, vendors, and other departments.
• Identify quotations that may miss their target dates and escalate concerns before deadlines are missed.
• Provide customers with acknowledgment, progress updates, and requests for additional information when needed.
• Schedule and facilitate quote-review meetings for large, complex, or high-priority opportunities.
• Follow up on outstanding action items until they are completed.
• Review quotation packages for completeness before submission.
• Maintain accurate records of pending, submitted, won, lost, canceled, and expired quotations.
• Coordinate customer follow-up after submission and document feedback or requested changes.
• Track reasons for lost opportunities, including pricing, timing, scope, competition, or customer decisions.
• Maintain a centralized quotation dashboard for leadership.
• Prepare weekly reports covering quotation activity, aging, bottlenecks, and opportunities requiring escalation.
• Identify recurring delays and recommend improvements to quotation processes, procedures, templates, and workflows. 

What We’re Looking For

• Strong project coordination, organization, communication, and follow-through skills.
• Ability to manage multiple priorities and deadlines at the same time.
• Confidence communicating with customers, senior leadership, and team members across departments.
• Strong attention to detail and the ability to maintain accurate, organized records.
• Ability to follow up with action owners and hold projects accountable to established deadlines.
• Experience in manufacturing, maintenance, industrial services, estimating, sales support, project management, or customer service is preferred.
• Proficiency with Microsoft Outlook, Excel, Teams, and related business systems is preferred.
• Experience using CRM, ERP, estimating, or project-management software is preferred.
• Bachelor’s degree preferred.

A Day in the Life

Your day may include reviewing the open quotation pipeline, checking upcoming deadlines, following up with internal teams, communicating status updates to customers, and resolving issues that could delay a submission. You will also keep quotation records current, prepare leadership updates, and help ensure that important opportunities continue moving toward completion.

What Success Looks Like

• Leadership has clear, current visibility into open quotations.
• Customers receive timely communication and are not left waiting for updates.
• Internal team members understand what is needed and when it is due.
• Overdue or at-risk quotations are immediately visible.
• Valuable opportunities are actively followed through to completion.

Key Strengths for This Role

Accountability • Urgency • Organization • Customer Focus • Communication • Follow-Through • Cross-Functional Coordination • Problem-Solving • Attention to Detail • Continuous Improvement