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Sales Support Coordinator - RFP

Houston, Texas, United States

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 Sales Support Coordinator RFPs plays a critical role in ensuring the success of Energy Exemplar’s sales engagements, particularly in the area of RFP and tender management. This position is instrumental in driving efficiency and quality across all phases of the sales lifecycle, with a strong emphasis on coordinating and delivering compliant, compelling RFP responses and supporting documentation.

The role includes a range of responsibilities such as managing RFP submissions, preparing and reviewing legal contracts, liaising with global teams for invoicing and financial documentation, maintaining accurate sales data in Salesforce, and assisting the Sales team during client negotiations. Success in this position requires strong project coordination skills, high attention to detail, and the ability to meet critical deadlines in a high-volume, fast-paced environment.

This is a dynamic role for a proactive individual with a passion for organization, communication, and a demonstrated ability to deliver exceptional results in RFP-driven sales environments.

 

Primary Responsibilities

  • Serve as the primary point of contact for RFPs, RFIs, tenders, and related procurement requests from prospective clients across the Americas region.
  • Lead the end-to-end RFP coordination process: manage timelines, gather inputs from subject matter experts, ensure compliance with requirements, and deliver professionally prepared responses.
  • Draft and coordinate customized proposals and supporting documentation aligned to client requirements and internal capabilities.
  • Prepare accurate quotes for software licensing, training, and implementation services.
  • Support the preparation, review, and finalization of contractual agreements and legal documents for new and existing clients, including contract variations and redlines.
  • Work closely with the legal team to assess and negotiate terms in external contracts submitted by prospects.
  • Coordinate the procurement and onboarding process for new clients, including vendor registration, due diligence forms, and documentation requests.
  • Collaborate with internal departments to activate services and licenses following successful bids.
  • Maintain and update Salesforce CRM with accurate and up-to-date customer and opportunity data.
  • Liaise with the Finance team to ensure accurate billing, track payments, and resolve outstanding invoices.
  • Support the commercial team in managing subcontractor agreements, including the preparation, negotiation, and follow-up on deliverables and billing.
  • Assist SVPs and Sales leadership with ad hoc administrative and sales support tasks.
  • Provide operational support to the wider Americas team, including document control and file management.

 

Candidate Requirements & Qualifications

  • Minimum 3 years' experience in sales support, administration, or a similar client-facing coordination role, with direct involvement in RFP or bid preparation strongly preferred.
  • Demonstrated ability to manage and deliver compliant RFP/tender responses under tight deadlines.
  • Strong written and verbal communication skills, particularly in professional business writing and documentation.
  • Bachelor’s degree or diploma in a business-related field (e.g., Business Administration, Marketing, Legal Studies).
  • Advanced proficiency with Microsoft Office Suite (Excel, Word, PowerPoint).
  • Strong attention to detail and ability to critically evaluate documents and requirements.
  • Understanding of B2B sales cycles, contract lifecycles, and procurement processes.
  • High degree of ownership and pride in quality of work and process optimization.
  • Proven ability to build rapport with internal stakeholders and prospective clients.
  • Experience with Salesforce CRM is desirable.

 

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. Please let us know if you require accommodations at any stage of the recruitment process—we're here to support you in showcasing your full potential.

Energy Exemplar respects your privacy and is committed to protecting the personal data you share during the recruitment process. This Candidate Privacy Notice explains how we collect, use, and protect your personal information when you apply for a role with us.

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