Quoting Coordinator in Toano, VA at Avid Medical

Date Posted: 11/27/2019

Job Snapshot

Job Description



This position is responsible for providing internal support for the company sales force. Primary duties include handling all aspects of processing quotes and revisions while working under the supervision of immediate supervisor or manager.  The person in this position must possess strong problem solving skills, be capable of handling multi-task projects in a high stress environment, and meeting aggressive deadlines within requested time frames utilizing written instructions and processes provided for guidance.  Initially the coordinator will work closely with supervisor;  as the Coordinator matures in the role he/she will work more independently.


1.      Sources components and creates a new component form if necessary, providing the component manufacturer, number, description, and tray number in which it will be used.

2.      Cross References competitors' specifications/trays to manually create quotes for the sales representatives.

3.      Electronically creates the completed custom and/or standard tray quote with packaging and cost centers to supply the cost to manufacture to the sales representatives.  Then will apply the final price to the tray after customer's approval.

4.      Setup new and maintain existing Hospitals and make Dealer Code changes as required in the ERP system to ensure base information is obtained to enable the Accounting and Finance Department to setup new customers.

5.      Articulates special instructions and reviews any unique customer specified assembling instructions and / or receives the required approvals from Regulatory Affairs and Quality Departments to verify compliance to Food and Drug Administration regulations.

6.      Initiates the process for private label customer specifications, following through with Quality Assurance & Regulatory Affairs & Process Engineering Departments for approval and implementation and capture any required changes and/or if special labeling is required due to hazardous material requirements, post sterile assembly, etc.

7.      Setup customer supplied products in the ERP system that are only used for the specific customer and are supplied by the customer.

8.      Maintain required customer specifications in Device Master Record (DMR) and on the DMR Customer Specification public shared folder to capture any visual and/or detailed instructions for assembly to manufacture the tray.

9.      Maintains the required Gross Profit Percentage (GP%) Approvals for CPT changes that will require review and approval.

10.  Communicates tray numbers that require rebate and cost check review to the appropriate contact in the Purchasing Department.

11.  Setup evaluation trays for potential customer's review and approval of new trays and ancillary trays for customer satisfaction.

12.  Provides assistance to Purchasing Departments for any questions regarding the tray requirements for the customers during quoting process.

13.  Assists sales representatives in processing massive changes that are due to a component change in multiple trays within a Hospital, Integrated Delivery Networks (IDN), and / or Group Purchasing Organization (GPO).

14.  Supports and provides backup for Prototype Specialist functions when required, based on sales representatives' requirements for quotes.

15.  May assist with Cost Analysis Review Process (CARP) performed annually/bi-annually.

16.  Assists with special projects for sales representatives, customers, and the sales management team.

17.  Performs all work under the direct supervision of immediate supervisor and/or in accordance with written instructions and processes provided for guidance; work requires in-depth review by immediate supervisor to ensure quality and to identify errors.


1.      Performs additional duties as directed.



1.      High school diploma or GED is required.

2.      Must have experience in working with the public.  Direct customer service experience is preferred.  


1.      Must possess exceptional customer service / interpersonal skills and the ability to work cooperatively with people at all levels.

2.      Must be able to communicate professionally with employees, customers and vendors in person and on the telephone.

3.      Requires excellent written communication skills with an ability to compose written documents with clearly organized thoughts and proper sentence construction, punctuation and grammar.

4.   Must possess the ability to calculate basic mathematical problems.

5.   Requires strong problem solving skills and a sound commitment to continuous improvement efforts.

6.   Must possess the ability to perform tasks accurately and efficiently and with excellent attention-to-detail.

7.   Requires the ability to organize, manage and prioritize multiple tasks in a fast-paced, stressful environment while meeting established deadlines.

8.      Must possess a strong work ethic and a proven ability to work independently and make decisions demonstrating good judgment.

9.      Demonstrated adaptability to a changing work environment and varying daily tasks.

10.  Must demonstrate the functional ability to use Microsoft Office Suite to include use of Outlook.

11.  Must have an ability to learn company software programs such as the Company's ERP system.

12.  Requires proven ability to work under supervision; follow instructions; and follow pre-established guidelines / procedures to perform the functions of the job.

13.  Requires the ability to work well in a team environment.

14.  Requires the ability to process and safeguard sensitive and confidential information.

15.  Must be able to operate standard office equipment.

16.  Ability to support the fiscal year inventory process.

17.  Willingness to serve as a back-up for the Receptionists on an as needed basis.

Work Environment



1.      Personal Computer

2.      MS Office Suite


1.      Inside working conditions.

2.      Mobility required to allow access to Production Clean Rooms and warehouse areas.

3.      Ability to withstand varying temperature extremes in the warehouse is required to fulfill regularly assigned duties. 

4.      Must comply with company hygiene and gowning requirements as defined in the Department Operating Procedures, 'Gowning Requirements and Basic Hygiene for Warehouse, Assembly, Clean Room and Boxing Areas'.

5.      Must be able to withstand exposure to isopropyl alcohol used for hand cleaning.

6.      Must be able to withstand exposure to latex.




1.      Fingering:   Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.

2.      Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

3.      Sedentary work:  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

4.      Visual Acuity:  Closely viewing in order to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; inspection involving small defects, small parts and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

        Note: Owens & Minor is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at our Company via email, the Internet, or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of our Company. No fee will be paid in the event the candidate is hired by our Company as a result of the referral or through other means.


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