Bid Coordinator

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.