Quote Request Coordinator in Ottawa, Ontario at Ambico Limited

About AMBICO

AMBICO is a family-owned business with a proud legacy of excellence dating back to 1955. As a world-class manufacturer of high-performance and decorative doors, frames, and windows, our mission is to deliver innovative solutions that meet the evolving needs of our clients while maintaining a commitment to quality, precision, and design. Together, we are shaping the future of door hardware manufacturing with innovation, integrity, and craftsmanship.

At AMBICO, we value potential as much as experience. If you believe you can bring value to the team, even if your background doesn’t align perfectly with the job description, please apply.

About the Role

At AMBICO, we've built our reputation on quality, innovation, and exceptional customer service. We're looking for a highly organized and proactive Quote Request Coordinator (QRC) to serve as the central point of contact for incoming quote requests and support the success of our Estimating team.

In this role, you'll help streamline workflows, manage quote intake, balance priorities, and ensure requests are complete and ready for estimating. You'll play a key role in delivering a smooth customer experience while supporting operational efficiency across multiple departments.

What you'll do

• Receive, monitor, and manage all incoming quote requests through designated inboxes and systems, ensuring timely acknowledgment and appropriate initial handling.
• Review and assess quote requests for completeness, customer eligibility, feasibility, and alignment with established intake criteria before assigning downstream work.
• Act as a gatekeeper for the estimating team by holding, redirecting, clarifying, deferring, or escalating requests that do not meet defined standards or priorities.

• Categorize and prioritize quote requests based on complexity, product type, customer value, urgency, and available estimating capacity.
• Assign approved quote requests to Estimators in coordination with the Estimating Manager, balancing workload, skillsets, and active work‑in‑progress.

• Partner closely with Order Administration to ensure clean handoffs, shared understanding of requirements, and alignment between quoted scope and order processing needs.
• Coordinate with internal departments (Engineering, Sales, Accounting, Operations, Management) to resolve intake‑stage questions or gather required inputs before estimates are started.
• Act as backup to reception to cover absences.
• Handle designated unit‑pricing or simplified quote activities (where applicable) to reduce estimator workload.
• Track quote progress at a high level, follow up on delayed items as needed, and proactively flag bottlenecks or capacity risks.

• Maintain accurate records in relevant systems (e.g., CRM, Monday.com, ERP) to support visibility, reporting, and traceability.
• Apply and follow documented intake procedures and contribute to the ongoing refinement of SOPs, templates, and decision rules.
• Act as an engaged, responsive team player who supports a collaborative work environment and helps ensure estimating operates smoothly and efficiently.
• Work collaboratively and safely with colleagues in cross-functional roles and departments for related projects.
• Other related duties, as assigned.

Required Qualification, Experiences and Skills

Education

Post‑secondary education in business, administration, sales, or a related field, or equivalent practical experience.

AND

Minimum of 2 years’ experience in an administrative, coordination, inside sales, or technical support role within a fast‑paced environment.

Experience & Knowledge

• Knowledge of sales processes and administration.
• Experience in office administration, including data entry, reception and administrative duties.
• Knowledge of estimating and project coordination is an asset.
• Experience drafting and following procedures to ensure a smooth workflow.
• Experience providing high quality customer service within a fast-paced environment.
• Experience conducting preliminary research on projects and customers to share knowledge.
• Experience completing basic estimates is an asset.
• Experience reviewing and assessing requests from customers in a high-volume environment.

Technical Skills

• Hands-on experience with MS 365 (Excel, Outlook), Adobe Acrobat required; experience with Monday.com, ACCPAC or content management systems is an asset. Intermediate proficiency in Excel.

Work Conditions

• Requires extensive computer use and may involve prolonged periods of sitting.
• Requires sustained mental effort to analyze information and produce written materials.
• Significant relationship management with internal and external stakeholders.
• This position is normally in office.

Why Join AMBICO?

• Competitive salary of $58,000 - $70,000
• Comprehensive health, dental, and vision coverage
• Paid time off and a supportive work environment
• Work with a team that values family, tradition, and excellence

This position is to fill an existing vacancy.

AMBICO is committed to diversity and equity in our workplace. We welcome applications from individuals of all backgrounds, including but not limited to Women, Aboriginal persons, Persons with disabilities, Ethnic minorities, Persons of minority sexual orientation or gender identity, Visible minorities, and others who may contribute to the diversification of our workforce and share our values.

We provide accommodation to ensure a fair and inclusive recruitment process for all candidates. If you are invited to continue the selection process, please notify us at hr@ambico.com if you require any adaptive measures to support your participation.