Marketing Coordinator III

Pond & Company; United States; Hybrid; USD 65,000 - 90,000; Full time

Job summary

Pond & Company is seeking an experienced Marketing / Proposal Coordinator III to join our Infrastructure team in Jacksonville, FL, with possible remote US options and East Coast hours. This full‑time role leads complex proposals, qualifications, and client‑facing materials, collaborating with project managers, technical leaders, and marketing professionals to deliver compelling, compliant submissions.

The ideal candidate will have strong writing, superb organization, and the ability to influence

Qualifications

• Bachelor's degree in Marketing, Communications, Public Relations, Graphic Design, English, Journalism, Business, or related field.
• 3–8 years of marketing, proposal, communications, or related experience, preferably in AEC.
• Experience independently leading complex proposals and pursuits.
• Strong writing, editing, and verbal communication skills.
• Ability to translate technical content into client‑facing materials.
• Advanced organizational and project coordination skills.

Responsibilities

• Independently lead development and production of RFPs, RFQs, qualifications and pursuit responses through final submission.
• Review solicitation documents to identify requirements, evaluation criteria, and deliverables.
• Develop outlines, schedules, assignments, and production plans; lead kickoff meetings.
• Collaborate with project managers, technical leaders, and BD to craft win themes and messages.
• Drive contributors to meet deadlines; produce clear, compliant materials.
• Draft and refine technical and non‑technical content for client submissions.
• Coordinate final production and submission; ensure standards.
• Support post‑submission follow-up and capture lessons learned.
• Lead preparation of client interview/presentation materials in PowerPoint.

Skills

Proposal development

Marketing coordination

Adobe InDesign

Microsoft Word

PowerPoint

CRM systems

Content development

Education

Bachelor's degree in Marketing/Communications/PR/Design/English/Journalism/Business

Tools

Adobe Creative Cloud

Job description

Ready to turn your ambition into achievement? Join Pond & Company and be part of the team that’s redefining the future of Architectural, Engineering, Planning, Construction Management, and Environmental projects!

Pond & Company is seeking an experienced Marketing / Proposal Coordinator III to join our Infrastructure team in Jacksonville, FL. Highly qualified candidates may be considered remote in the US, but must be able to work East Coast hours.

This full-time position is designed for an accomplished marketing professional who can independently lead complex pursuits and marketing initiatives while partnering closely with technical, business development, and marketing professionals.

The Marketing Coordinator III serves as a senior individual contributor within the Infrastructure Marketing team and is responsible for leading the development of strategic proposals, qualifications packages, presentations, and other client‑facing materials. This role works directly with project managers, technical leaders, and business development professionals to understand client needs, develop pursuit strategies, communicate differentiators, and deliver compelling, compliant submissions.

In addition to pursuit responsibilities, the Marketing Coordinator III contributes to pre‑marketing activities, content development, marketing data and knowledge management, conferences and events, and continuous improvement of the team's marketing processes and resources.

The ideal candidate combines strong writing and communication skills with exceptional organization, sound judgment, creativity, and the ability to lead work through influence. This individual should be comfortable taking ownership of complex assignments, facilitating collaboration across multidisciplinary teams.

Responsibilities

Proposal & Pursuit Leadership

• Independently lead the development and production of complex RFP, RFQ, qualifications, letter proposal, and other pursuit responses from initial opportunity identification through final submission.
• Review and deconstruct solicitation documents to identify client requirements, evaluation criteria, compliance requirements, deliverables, and potential pursuit challenges.
• Develop proposal outlines, compliance matrices, schedules, assignments, and production plans.
• Facilitate proposal kickoff meetings and establish clear expectations, responsibilities, milestones, and deadlines for pursuit teams.
• Partner with project managers, technical leaders, and business development professionals to develop pursuit strategy, key messages, differentiators, and win themes.
• Drive technical contributors and pursuit teams throughout the proposal process to maintain schedules and ensure timely completion of assignments.
• Develop, write, edit, and refine technical and non‑technical content into clear, concise, and compelling client‑focused messaging.
• Identify content, experience, and qualification gaps and proactively work with technical teams to develop solutions.
• Tailor project experience, resumes, capabilities, and supporting information to align with client priorities and solicitation requirements.
• Manage proposal reviews, as appropriate.
• Perform final quality and compliance reviews prior to submission.
• Coordinate final production and submission requirements and ensure deliverables meet client and company standards.
• Support client follow‑up activities and capture pursuit outcomes and lessons learned.

Presentations & Interviews

• Lead development of client interview and presentation materials using Microsoft PowerPoint.
• Partner with technical teams to develop presentation structure, messaging, graphics, and supporting materials.
• Facilitate presentation preparation and rehearsal sessions.
• Help technical presenters translate complex information into clear, audience‑focused messages.
• Ensure presentations are visually consistent, concise, compelling, and aligned with Pond’s brand.

Marketing Data & Knowledge Management

• Leverage project, personnel, client, and pursuit information to strengthen proposals and positioning efforts.
• Maintain a strong working knowledge of Infrastructure projects, clients, services, personnel, and technical capabilities.
• Identify gaps within project experience libraries, resumes, project profiles, and reusable marketing content.
• Work with Marketing Coordinators and technical professionals to improve the completeness and quality of marketing information.
• Develop and refine project descriptions, resumes, boilerplate content, qualifications, and other reusable materials.
• Ensure significant new projects, wins, capabilities, and personnel experience are captured for future use.
• Promote consistent organization, documentation, and use of institutional knowledge across the Infrastructure Marketing team.
• Support CRM data quality and use CRM information to inform pursuit and pre‑marketing activities.
• Capture and incorporate lessons learned and successful content from completed pursuits.

Branding, Creative & Content

• Develop and refine brochures, qualifications packages, project profiles, presentations, conference collateral, and other marketing materials.
• Provide Adobe InDesign document development and production support.
• Collaborate with Corporate Marketing on graphics, templates, infographics, communications, and other branded materials.
• Support development of Infrastructure –focused communications, thought leadership, white papers, blogs, project stories, and other content.
• Interview technical subject matter experts and translate their expertise into clear written content.
• Maintain consistency with Pond brand and quality standards across marketing deliverables.

Qualifications

• Bachelor's degree in Marketing, Communications, Public Relations, Graphic Design, English, Journalism, Business, or a related field.
• 3–8 years of relevant marketing, proposal, communications, or related professional experience, preferably within the AEC industry.
• Demonstrated experience independently leading complex proposals, qualifications packages, and other deadline‑driven pursuits.
• Experience working directly with project managers, technical professionals, business development professionals, and senior leaders.
• Exceptional writing, editing, proofreading, and verbal communication skills.
• Demonstrated ability to translate complex technical information into concise, compelling, client‑focused content.
• Advanced organizational and project coordination skills with the ability to manage multiple simultaneous deadlines and priorities.
• Strong proficiency with Adobe Creative Cloud, particularly Adobe InDesign along with Microsoft Office, particularly Microsoft Word and Microsoft PowerPoint.
• Experience with CRM systems and marketing databases.
• Strong attention to detail coupled with the ability to understand the broader strategic objectives of an assignment.
• Demonstrated initiative, accountability, problem‑solving ability, and professional judgment.
• Ability to lead collaborative processes and influence contributors without formal authority.
• Ability to work independently while contributing effectively within an integrated Marketing team.

All Pond & Company positions require participation in at least one in‑person interview as part of our hiring process, and most roles also require in‑person onboarding at a Pond office location; candidates should expect to meet directly with our team and should be cautious of any communication suggesting otherwise.

About Pond

Pond is an award‑winning, full‑service architecture, engineering, planning, construction management, and environmental services firm providing professional solutions to clients throughout the U.S. and globally for nearly 60 years. Pond’s staff of 800+ professionals provide a deep bench strength of experience and capabilities to offer customized solutions that help clients manage projects from concept to completion – and everything in between – with confidence and clarity. Pond is currently ranked as the 80th largest engineering and design firm by ENR, Atlanta’s #1 engineering firm by Atlanta Business Chronicle, and has been recognized as an Employer of the Year by Georgia ACEC and a Best Place to Work for Working Parents.

Additional Information

Many factors are considered when determining compensation at Pond, including scope and level of position, geographic location, candidate skill, knowledge and experience. Starting base pay may vary depending on these factors. Please see the hiring range associated with this posting for more information.

Additional cash incentives may be provided as part of the compensation package, in addition to a range of medical, financial and/or other benefits dependent on position offered. Learn more about Pond’s comprehensive benefits offerings here.

All offers of employment made by Pond & Company are contingent upon satisfactory background check results. Pre‑employment background checks will be conducted on all candidates that are offered a position at Pond in compliance with program policy as well as state and federal regulations. Additionally, offers may be contingent upon the successful completion of a pre‑employment drug and alcohol test. We are an equal opportunity employer that recognizes the value of diversity and inclusion in the workplace. Employment decisions at Pond are based on business needs, job requirements and individual qualifications. All suitably qualified applicants will receive consideration for employment. We prohibit discrimination and harassment of any kind based on race, color, sex, age, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state and local laws in jurisdictions where we operate. If you need assistance or an accommodation due to a disability, you may contact us at [e-mail].

Equal Opportunity Employer

We are an equal opportunity employer that recognizes the value of diversity and inclusion in the workplace. Employment decisions at Pond are based on business needs, job requirements and individual qualifications. All suitably qualified applicants will receive consideration for employment.

We are always looking for driven professionals of all disciplines to join our fast-growing company. For more information on our services, clientele, or employment opportunities, visit our website at www.pondco.com.