Sales Support Coordinator - RFP

About Energy Exemplar 

In an era where the world is rapidly advancing towards a cleaner future through decarbonization, stakeholders from across the entire energy value chain are having to navigate the complexities of the energy ecosystem. We seek to enable our customers to do so with confidence.   

Our mission: Empowering Transformative Energy Decisions. 

Founded in 1999 in Adelaide, Australia, Energy Exemplar’s PLEXOS® modeling and simulation software is trusted by innovative organizations across the globe. On one unified platform, stakeholders from across the entire energy value chain are revolutionizing the energy ecosystem and seamlessly planning for the future of energy with unprecedented clarity, speed, and innovation.  

Our impact is global and is being recognized across the industry: 

• Finalist for the 2024 Reuters Global Energy Transition Awards in the 'Technologies of Change' category  

• Finalist for the 2024 Go:Tech Awards in the 'Most Innovative Use of Technology’ category 

• 2022 USEA/USAID Corporate Volunteer of the Year   

• 2022 Impact Award Winner for our impact on the energy industry and the current energy transition  

At Energy Exemplar, we believe in empowering our people by offering flexibility in how, when, and where they work. This flexibility has been a cornerstone of our success, fueling significant growth over the years, with the company expanding at an impressive rate of approximately 30% year over year. We understand that the best results come when our team members can balance their professional and personal lives, so we support various working arrangements that help you thrive. 

We don’t just celebrate the excellence of our products but champion the quality of our people. They own their outcomes and perform to their best – every day. whether you're working from home, in the office, or on the go. Our flexible work culture fosters innovation, collaboration, and trust, making it easier to stay engaged and connected, no matter where you are. That’s what makes us who we are and a great place to work. Our core values ‘Customer Success’, ‘One Global Team’, ‘Integrity and Ownership’ and ‘Innovation Excellence’ reflect the way we work and are always at the forefront of everything we do. 

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 EMEA 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 an equal opportunities employer and we value your unique identity and perspective. We are fully committed to providing and fostering a workplace that reflects the diversity of society. Bring your authentic self and help us build an inclusive world together! To support you in being the best version of yourself during the application and interview process, please let us know if you have any specific requirements.