Order Specialist

Quote Specialist

Gleaners was founded in 1980 and is a respected leader within Feeding America, the nations food bank network. Since that time, Gleaners has distributed more than 1.1 billion pounds of food and critical grocery products through a network of three hundred hunger relief agencies, schools, and community partners serving Hoosiers facing hunger. In addition to food distribution to agencies, we serve our most vulnerable populations, seniors, and children, through specialty programs such as Gleaners2Go, School-Based Pantries, and Mobile Pantries. Since 2017, Gleaners has operated Fresh Connect Central, a social enterprise dedicated to sourcing and distributing produce, protein, dairy, and dry goods for the wider hunger relief network. In addition, comprehensive outreach services are offered to help reduce the line at the Tom and Julie Wood Family Resource Center, located on our campus. Gleaners is certified as a Good Wages Initiative Employer by EmployIndy. Charity Navigator has recognized Gleaners as a 4-Star organization, the highest rating for charity demonstrating fiscal management and accountability. In addition, Gleaners is an accredited charity with the Better Business Bureau and has earned a Platinum Seal of Transparency from GuideStar. Gleaners was recognized by Inc. Magazine as one of the Best Places to Work in for the past two years.

Position Purpose of Quote Specialist: The Quote Specialist supports the Partner Support/Sales Team and daily operations by developing accurate cost estimates, preparing customer quotes and proposals, and coordinating orders from request through delivery. This role works closely with the Partner Support/Sales Team, Supply Chain, Purchasing, Production Operations, Finance, and Transportation to confirm customer requirements, apply approved pricing, enter and verify orders, and support timely fulfillment ensuring positive customer experience. All responsibilities further Gleaners mission to be a leader in the fight against hunger.

Medical, Dental & Other Supplemental Insurance

• 14 paid holidays 3 Paid Sick Leave Day, Federal Holidays, 2 Volunteer Days & Birthday
• Learning & Development Opportunities
• Company paid vision, long-term disability, $50,000 life AD&D
• Paid Life and Long-Term Disability Insurance
• Maternal, parental & caregiver leave
• On-site Gym
• Wellness programs
• 403(b) Plan with up to 4% match
• Monthly attendance bonus
• Earn up to 10% incentive pay
• Apparel allowance

Essential Functions of Quote Specialist:

• Support the Partner Support/Sales Team and daily operations through administrative tasks, customer coordination, and order follow-up.
• Respond to Partner Support/Sales Team inquiries and review requests for quotes to confirm product specifications, quantities, packaging, production needs, quality requirements, and delivery timelines.
• Calculate estimated food, packaging, labor, freight, and other operational costs in coordination with Purchasing, Supply Chain, and Production Operations. Collaborate with Finance to validate cost estimates, review margins, and ensure quotes reflect approved costing and pricing guidelines. Document assumptions and confirm availability, capacity, and anticipated lead times.
• Prepare and revise quotes, proposals, agreements, and related documentation using Finance-approved pricing and margin guidelines. Obtain required approvals for pricing exceptions and service configurations.
• Review quotes and accepted orders for completeness and accuracy; enter and verify sales orders in applicable systems and communicate customer specifications, delivery timelines, and quality requirements to internal teams.
• Coordinate with the Supply Chain Specialist on order verification and fulfillment. Schedule shipments with the Partner Support/Sales Team and Transportation, track orders through delivery, and provide status updates.
• Proactively keep the Partner Support/Sales Team informed of account changes, order readiness, confirmations, shipping, delivery, and issues throughout the order cycle.
• Follow up on missing information and approvals and help resolve order discrepancies, delays, and customer concerns with the appropriate teams.
• Maintain accurate customer, cost estimate, quote, agreement, and order records in Salesforce, ProducePro, and other applicable systems.
• Coordinate customer project meetings, maintain project records, complete follow-up communications, and participate in Partner Support/Sales and operational meetings to support customer relationships and repeat business.
• Collaborate with Finance to compare estimated costs and margins with actual results and communicate variances to the appropriate teams to improve future estimates. Contribute to improvements in quoting, order processes, and warehouse management system data.
• Provide backup support to the Supply Chain team, maintain professional working relationships across departments, and adjust priorities, tasks, and assignments as team needs change.
• Follow Gleaners workplace and food safety policies and applicable procedures when coordinating orders, production, and shipments. Ensure compliance and adherence to all food safety guidelines according to GFB, Feeding America, AIB, USDA, ISDH and any other applicable processes or regulations for safe and sanitary production and storage of all products

Education and/or Experience of Quote Specialist :

• High school diploma or equivalent experience; secondary education or relevant certification a plus
• Experience in quoting, cost estimating, order processing, customer or sales support, supply chain, or a related field; food distribution or production experience preferred.
• Experience with Salesforce, ProducePro, ERP, or warehouse management systems preferred.

Other Relevant Skills and Abilities of the Quote Specialist:

• Excellent interpersonal and written and verbal communication skills; ability to communicate professionally and respectfully with staff, customers, agencies, volunteers, and donors.
• Ability to calculate costs, apply pricing guidelines, perform basic math, and maintain accurate records.
• Proficiency with Microsoft Office, including Excel and Outlook and ERP/CRM systems.
• Understanding of purchasing, inventory, warehouse processes, production, and order fulfillment.
• Strong attention to detail, organization, and ability to manage competing priorities, work independently, and meet deadlines.
• Ability to identify and resolve problems, collaborate across departments, remain receptive to feedback, and maintain a positive and flexible approach.

Gleaners Food Bank is an Equal Employment Opportunity Employer and provides equal opportunities for employment and advancement for all individuals, without regard to race, color, national origin, religion, sex, gender identity, gender expression, sexual orientation, disability, age, marital status, family/parental status, pregnancy, leave status, genetic information, veteran status, creed, citizenship status, income derived from a public assistance program, political beliefs, reprisal or retaliation for prior civil rights activity, or any other status or category protected by applicable federal, state, or local law.

Gleaners Food Bank of Indiana