Bid Coordinator

About Energy Exemplar In an era where the world is rapidly advancing towards a cleaner future through decarbonization, Energy Exemplar’s mission lies in ‘Empowering Transformative Energy Decisions’. Founded in 1999 in Adelaide, Australia, our award-winning software portfolio encompassing the modeling and simulation platform PLEXOS®, Aurora, and Adapt2, is trusted by innovative organizations across the globe. Through our technology and people, we strive to enable stakeholders from across the entire energy value chain to revolutionize the energy ecosystem and to collaboratively plan and execute for a sustainable energy future with unprecedented clarity, speed, and innovation. Our impact is global and is being recognized across the industry. Some of our recent accolades include: SaaS Company of the Year (2025) – Global Business Tech Awards. Environmental Impact Award (2025) – E+E Leaders Awards. IPPAI (Independent Power Producers Association of India) Power Awards (2025) - Winners Finalist: Platts Global Energy Awards (2024) – Grid Edge category Finalist: Reuters Global Energy Transition Awards (2024) – Technologies of Change Top 50 Marketing Team (2024) – Voted by the public at the ICON Awards. How We Work Energy Exemplar is growing fast around 30% year on year and, that growth is driven by how we work. We trust our team to deliver great results from wherever they work best, whether that’s at home, in the office, or on the move. We’re a global team that values ownership, integrity, and innovation. You’ll be supported to balance work and life in a way that works for you, and empowered to take initiative, solve problems, and make an impact, regardless of your background, location, or role. Our four core values, Customer Success, One Global Team, Integrity & Ownership, and Innovation Excellence aren’t just words. They show up in how we collaborate, how we solve, and how we grow together. About the Position The Bid Coordinator plays a critical role in supporting Energy Exemplar's growth by leading the coordination and submission of high-quality, compliant bid, tender, RFP, RFQ and RFI responses across the EMEA region. This position is responsible for managing the end-to-end tender process, ensuring all submissions are delivered accurately, professionally, and within strict deadlines. Working closely with Sales, Subject Matter Experts, Legal, Finance, and Operations teams, the role drives the successful preparation of proposals, tender documentation, pricing schedules, contractual responses, forms, and supporting materials required to secure renewals of existing customers. In addition to bid and tender management, the role provides commercial and sales support and coordination of post-award activities. Primary Responsibilities Bid & Tender Management Serve as the primary point of contact for all RFPs, RFIs, tenders, and procurement requests for existing customers across the EMEA Manage with CSM the end-to-end bid and tender process, including qualification, planning, response development, review, approval, submission, and post-submission activities. Develop and maintain tender response schedules, ensuring all stakeholders meet critical deadlines. Coordinate contributions from subject matter experts across CS, Product, Solutions, Legal, Finance, and Leadership teams. Prepare, edit, and compile high-quality, compliant, and compelling tender responses that align with client requirements and Energy Exemplar's value proposition. Review tender documentation to identify compliance requirements and submission obligations. Manage bid libraries, response templates, and supporting documentation to improve efficiency and consistency across submissions. Track tender opportunities, submission outcomes, and key performance metrics to support continuous improvement of bid processes. Support bid strategy development, including win themes, differentiators, and response positioning. Commercial & CSM Support during and post tender process Coordinate the preparation of proposals, statements of work, and supporting sales documentation in relation to tenders. Provide assistance to CSM and Solutions teams in preparing accurate pricing quotations for software licensing, training, and implementation services in relation to tenders. Collaborate with Legal to identify contractual risks in the tender T&Cs. Coordinate procurement activities, including vendor registration, due diligence questionnaires, compliance documentation, and customer procurement requirements. Liaise with internal teams to facilitate successful project and licence activation following contract award. Maintain accurate tender information within Salesforce CRM. Work closely with Finance to support billing activities, monitor payments, and resolve invoice-related matters, in relation to tenders. Post tenders assist with subcontractor agreements as applicable, including document preparation, contract administration, deliverable tracking, and invoicing coordination. Provide administrative and operational support to Sales Leadership and the wider commercial team as required. Candidate Requirements & Qualifications Essential: Minimum 5 years' experience in bid coordination, tender management, sales support, proposal management, or a similar commercial support role. Extensive experience with EU tendering and procurement processes, including a strong understanding of EU-specific regulations, compliance requirements, and bid submission procedures. Demonstrated experience managing and delivering successful RFP, RFQ, RFI, tender, and proposal submissions in a deadline-driven environment. Strong project management and stakeholder coordination skills with the ability to manage multiple concurrent submissions. Exceptional written communication, business writing, editing, and document management skills. Proven ability to interpret complex tender requirements and ensure full compliance with submission criteria. Strong attention to detail and commitment to producing high-quality documentation. Understanding of procurement processes, commercial contracts, and B2B sales cycles. Advanced proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint. Ability to work independently while collaborating effectively with cross-functional teams. Energy Exemplar is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all team members. We welcome applications from people of all backgrounds, experiences, identities, and abilities. 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