Marketing Project Specialist

The Marketing Project Specialist utilizes marketing operations and workflow expertise to drive day-to-day operations, manage project pipelines, and ensure cross-team visibility across the unified marketing organization.

Reporting directly to Integrated Marketing Operations, this position connects operational systems by aligning teams, tools, and data to scale marketing efforts across core functions, including Brand Expression (encompassing strategy, design, social, and video), Public Relations, Events, Red Label, and Brand Sponsorships.

The Marketing Project Specialist leverages a proactive, systems-first mindset alongside AI and automation to eliminate operational friction, continuously optimize processes, and ensure the seamless flow of initiatives from initial planning through final execution.

Austin Texas Corporate Office-TX-CO

Austin, Texas-based Keller Williams Realty, LLC is the world's largest real estate franchise by agent count with a global network of offices and affiliated agents. The franchise is No. 1 in units and sales volume in the U.S. Since 1983, the company has cultivated an agent-centric, technology-driven, and education-based culture that rewards affiliated agents. If you're ready to join an award-winning team that champions bold innovation, puts people and service at the heart of business, and empowers you to make a real impact, then Keller Williams is where you belong.

Our latest recognition:

• 2026 & 2025 Best Places to Work (Glassdoor)
• 2026 & 2025 Best Place for Working Parents (Best Place for Working Parents)
• 2025 America's Most Admired Workplaces (Newsweek)
• 2025 Top Franchises for Women (Franchise Business Review)
• 2025 Best-Led Companies (Glassdoor)

Integrated Marketing Operations & Project Management

• Oversees day-to-day workflow operations, managing the end-to-end intake pipeline and project brief reviews to ensure initiatives move efficiently from planning through final asset delivery
• Analyzes and evaluates project timelines and cross-functional alignment daily to proactively identify operational bottlenecks, raise risks, and flag delivery constraints to leadership early
• Implements and executes creative review cycles while coordinating feedback loops to ensure thorough quality checks and formatting readiness before final release
• Utilizes automated system reminders and direct coordination with cross-functional partners to drive project momentum at scale and ensure deliverables, approvals, and dependencies are completed on schedule

Systems & Tools

• Manages data and workspace health as an advanced Asana user, applying specialized knowledge to optimize template architecture and overall system organization
• Prepares and delivers clear performance reports and dashboards by leveraging AI tools and platform features to convert workflow data into high-visibility insights for leadership
• Applies analytical problem-solving and technical guidance over time, demonstrating the professional runway to scale impact while operating as a highly collaborative team player across the department

Cross-Functional Collaboration

• Plans and designs unified workflow frameworks across disparate teams (including Brand Expression, PR, and Events) to establish shared operating structures and ensure consistent cross-team visibility
• Partners with core functions (Brand, PR, Events) to map out inter-departmental dependencies, ensuring that project handoffs are seamless and transparent
• Supports onboarding and training for new team members on marketing workflows and project management tools
• Researches and assesses communication gaps between marketing functions, implementing localized workflow solutions to improve data sharing and eliminate collaboration friction
• Coordinates with stakeholders to clarify project scopes and dependencies, ensuring day-to-day marketing execution remains strictly aligned with high-priority business objectives

Other

• Provides guidance on cross-functional projects where subject matter expertise is needed

Minimum Requirements

• Bachelor's degree. Four (4) years of relevant education and work experience may be substituted for degree
• Minimum of three (3) years of specialized experience such as project management, creative operations, or marketing operations
• Proficiency in Asana and advanced workflow creation
• Experience leveraging AI tools and system automations to improve operational efficiency
• Experience reviewing and working with creative briefs
• Polished and professional demeanor
• Well versed in industry developments, techniques, and trends

Preferred Requirements

• Proficiency in Hubspot
• Airtable familiarity

Knowledge

• Proficiency in Microsoft Office, including Excel, Word, and Outlook

Skills

• Strong critical thinking and project planning skills
• Strong data analytical skills, with strong attention to detail and accuracy
• Strong verbal, written, interpersonal, listening, and presentation communication skills
• Strong project management, time management, and organizational skills
• Strong solution and service-oriented skills, with an emphasis on collaboration, problem solving, follow-through, and responsiveness
• Strong relationship building skills, with a proactive and service-oriented approach to working with team members

Abilities

• Ability to demonstrate good judgement and effective problem-solving, with the ability to address complex issues and provide specialized solutions
• Ability to demonstrate a high degree of flexibility and adaptability
• Ability to work independently as well as in a team-oriented, collaborative environment
• Ability to demonstrate the highest level of integrity and ethics
• Ability to demonstrate a high degree of self-motivation, accountability, and work ethic
• Ability to provide strong customer service through all communication mediums

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities as defined by the Americans with Disabilities Act As Amended to perform the essential functions.

• Sitting
• Keyboarding
• Viewing computer monitor

Work is performed in a business office environment. Ability to work extended hours, as required, in support of the company's business needs.