Key Responsibilities and Required Skills for Quotations Specialist
💰 $ - $
Sales OperationsPricingCustomer SupportB2BCommercial Operations
🎯 Role Definition
The Quotations Specialist plays a vital role in the sales and commercial operations process by preparing, reviewing, and managing customer quotations. This position ensures pricing accuracy, margin compliance, and timely turnaround while collaborating closely with sales, finance, supply chain, and customer service teams. The role requires strong analytical skills, attention to detail, and a customer-focused mindset to support revenue growth and operational efficiency.
📈 Career Progression
Typical Career Path
Entry Point From:
- Sales Support or Sales Administrator
- Customer Service Representative
- Pricing or Operations Analyst (Junior)
Advancement To:
- Senior Quotations Specialist
- Pricing Analyst or Commercial Analyst
- Sales Operations Manager
Lateral Moves:
- Contract Administrator
- Customer Success or Account Support Specialist
Core Responsibilities
Primary Functions
- Prepare accurate and competitive quotations based on customer requirements, pricing guidelines, and cost structures.
- Review customer requests for quotes (RFQs), ensuring all technical, commercial, and delivery details are clearly defined.
- Collaborate with sales teams to understand deal requirements, pricing strategies, and customer expectations.
- Analyze costs, margins, discounts, and pricing structures to ensure profitability and compliance with internal policies.
- Maintain pricing accuracy by referencing approved price lists, contracts, and discount frameworks.
- Coordinate with procurement and supply chain teams to validate product availability, lead times, and sourcing costs.
- Ensure quotations comply with contractual terms, regulatory requirements, and company approval matrices.
- Manage multiple quotations simultaneously while meeting strict turnaround time expectations.
- Update and maintain quotation records within CRM or ERP systems for tracking and reporting purposes.
- Respond to customer inquiries related to pricing, scope, lead times, and quote revisions.
- Process quote revisions and amendments in response to scope changes, pricing updates, or customer feedback.
- Support tender and bid processes by preparing detailed commercial proposals and supporting documentation.
- Escalate non-standard pricing, special terms, or high-risk deals for management approval.
- Assist in reviewing expired or pending quotations and follow up with sales teams as needed.
- Collaborate with finance to validate cost assumptions, currency impacts, taxes, and payment terms.
- Support contract handover processes once quotations convert into orders or agreements.
- Monitor pricing trends and identify opportunities for standardization or process improvement.
- Ensure data accuracy and consistency across pricing tools, systems, and documentation.
- Participate in audits or internal reviews related to pricing, margins, and quotation accuracy.
- Contribute to continuous improvement initiatives aimed at reducing quote cycle time and errors.
Secondary Functions
- Support ad-hoc pricing analysis and reporting requests from sales or management.
- Assist with maintaining pricing tools, templates, and quotation documentation.
- Contribute to the development of standardized pricing guidelines and workflows.
- Collaborate with cross-functional teams to improve quote-to-order processes.
Required Skills & Competencies
Hard Skills (Technical)
- Strong proficiency in pricing analysis and quotation preparation
- Advanced skills in Microsoft Excel for cost modeling and pricing calculations
- Experience with CRM and ERP systems (e.g., Salesforce, SAP, Oracle, NetSuite)
- Understanding of margin analysis, discount structures, and cost drivers
- Ability to interpret contracts, pricing agreements, and commercial terms
- Familiarity with RFQs, tenders, and bid management processes
- Data accuracy and documentation management skills
- Basic financial and commercial acumen
- Experience working with multi-currency pricing and taxes is a plus
- Reporting and data analysis skills
Soft Skills
- Exceptional attention to detail and accuracy
- Strong time management and prioritization skills
- Clear written and verbal communication abilities
- Customer-focused and service-oriented mindset
- Ability to work collaboratively with sales and cross-functional teams
- Problem-solving skills and sound judgment
- Ability to work under pressure and meet tight deadlines
- Proactive approach to identifying risks and issues
- Strong organizational skills
- Professionalism and confidentiality in handling commercial information
Education & Experience
Educational Background
Minimum Education:
- Bachelor’s degree or equivalent experience
Preferred Education:
- Bachelor’s degree in Business, Finance, or a related field
Relevant Fields of Study:
- Business Administration
- Finance or Accounting
Experience Requirements
Typical Experience Range:
- 2–5 years of experience in quotations, pricing, sales operations, or a related role
Preferred:
- Experience in B2B environments, complex pricing models, or regulated industries