Marketing Coordinator III

Pond & Company•Augusta, ME

5d•Hybrid

About The Position

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.

Requirements

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.

Responsibilities

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.
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.
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.
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.