Quotation

About the job

Role Objective To support the sales team by preparing accurate, competitive, and timely quotations and BOQs aligned with client requirements, budgets, and company margin guidelines, while maintaining data integrity, ensuring cross-department coordination, and communicating clearly with clients. Key Roles & Responsibilities 1. BOQ Analysis & Budget Mapping • Study and analyze client BOQs, drawings, and specifications • Align product selection with client budget constraints • Break down BOQs into item-wise, category-wise, and brand-wise costs • Identify gaps, ambiguities, or mismatches and flag to Sales • Suggest alternative products or value-engineering options (with approval) 2. Quotation Preparation & Accuracy • Prepare detailed, item-wise quotations based on approved BOQs and client specifications • Ensure correctness of: product specifications, quantities, pricing & margins, taxes, freight, packing, and delivery terms • Prepare multiple quotation versions (budgetary / final / revised) • Ensure all quotations follow company format and commercial terms 3. Pricing & Commercial Discipline • Use approved price lists, vendor rates, and cost sheets for quotation preparation • Maintain margin discipline as per management guidelines • Highlight low-margin or high-risk items to Sales Manager before submission • Ensure no unapproved pricing or assumptions are shared with clients 4. Client Coordination & Clarifications • Send quotations, BOQs, and clarifications professionally via email • Respond to client queries on item descriptions, pricing structure, inclusions/exclusions • Handle clarification calls (non-negotiation) • Maintain records of revisions and client communications 5. Sales Team Support • Support sales team with cost breakups, comparative statements, and revision impact analysis • Prepare rate comparisons and option analysis as required • Assist in pre-bid and post-bid documentation 6. Tracker & MIS Management • Create and maintain trackers for key clients, live quotations, BOQ status, and revision history • Track quotation turnaround time and pending actions • Provide accurate MIS reports to Sales Head / Management 7. Cross-Department Coordination • Coordinate with Purchase for updated costs and lead times • Coordinate with Warehouse for stock availability • Coordinate with Finance for tax, GST, and commercial terms • Ensure alignment between quotation commitments and operational feasibility 8. Documentation & Data Control • Maintain organized digital records of BOQs, quotations, price approvals, and email communications • Ensure version control and traceability • Maintain confidentiality of pricing and client data 9. Process Adherence & Improvement • Follow quotation SOPs and approval workflows • Suggest improvements in formats, trackers, and MIS systems • Support audits or management reviews with accurate data Key Skills & Competencies • Advanced Excel (VLOOKUP/LOOKUP, Pivot Tables, formulas) • Strong numerical & analytical ability • High attention to detail and accuracy • Understanding of BOQs and project-based costing • Clear email drafting and communication skills • Coordination with multiple departments • Time management and ability to work under pressure

Requirements

• Advanced Excel (VLOOKUP/LOOKUP, Pivot Tables, formulas)
• Strong numerical & analytical ability
• High attention to detail and accuracy
• Understanding of BOQs and project-based costing
• Clear email drafting and communication skills
• Coordination with multiple departments
• Time management and ability to work under pressure

Preferred Technologies

• Advanced Excel (VLOOKUP/LOOKUP, Pivot Tables, formulas)
• Strong numerical & analytical ability
• High attention to detail and accuracy
• Understanding of BOQs and project-based costing
• Clear email drafting and communication skills
• Coordination with multiple departments
• Time management and ability to work under pressure