Creative Project Specialist

Role purpose: Project schedules, milestones and visibility

Summary of Responsibilities

The creative project specialist reports directly to the vice president, creative and is Studio5’s single internal owner of project scheduling, milestone accountability, process tracking, and status visibility across creative service requests and proposal projects. This role connects account management/marketing operations, creative operations, and the creative team from intake through closeout.

Primary Responsibilities and Objectives

• Proactively monitor project status and deadlines daily, anticipating potential delays and identifying stalled reviews, missed edits, incomplete assets, and delivery risks before they impact timelines.

• Take initiative to follow up directly with task owners through calls, emails, or other communication methods rather than relying solely on automated project management notifications to keep projects moving forward.

• Create and maintain project records, task structures, milestone plans, dependencies, and the authoritative schedule in the project management tool; organize project folders and links.

• Own project management intake acceptance and completeness checks for creative service requests and proposal projects; return incomplete requests to the designated coordinator for clarification.

• Obtain production-capacity and supplier-feasibility confirmation from creative operations and design leadership before dates are committed externally.

• Coordinate with external suppliers to manage project submissions, specifications, timelines, revisions, quality assurance, and final deliverables.

• Assign project workflow tasks and named owners in project management based on staffing/resource decisions made by creative operations and design leadership.

• Arrange internal briefings and project check-ins, capture action items, and coordinate kickoff readiness; the account manager schedules and leads external client calls.

• Coordinate and track internal QA, Avenue5 reviews, client review windows, and revision rounds; verify required signoffs and requested changes are documented and completed.

• Maintain accurate project timelines and estimated completion dates, proactively identify potential delays, recommend schedule recovery solutions, and collaborate with the creative operations manager to resolve production capacity or resource conflicts.

• Provide accurate weekly project reports and timely exception updates to internal teams.

• Track final asset packaging, file links, completion status, and project closure.

• Identify recurring schedule/process problems and recommend improvements to project intake, handoffs, dashboards, templates, and reporting in partnership with creative operations.

• Flag additional revision rounds, scope changes, or billable work to account manager and creative operations for approval and billing.

• Monitor and manage the Studio5 shared inbox, responding to routine inquiries, coordinating system access, providing resources and support, routing requests to appropriate team members, and ensuring timely follow-up and resolution.

• Complies with all company national standards, applicable health and safety rules, and regulations, as well as applicable local, state, and federal laws

• Perform other tasks as required when directed

Education and Experience

• Bachelor’s degree in marketing is required. Business management, communications, or related field, and practical experience is preferred.

• Exceptional project management skills are required (PMP certification is a plus)

• Two to three years of digital, creative, and branding agency experience is a plus

• Two to three years of copywriting or content strategy is a plus

• Two to three years of experience in direct real estate multi-family marketing within the property management industry is a plus

• Knowledge of design principles is a plus

• Certifications and training in related fields is a plus

Skills and Requirements

• Experience relevant to the role in creative, marketing, agency, or production environments; level to be validated by human resources.

• Strong communication, organization, professional judgment, accuracy, and cross-functional collaboration.

• Ability to work within project management or equivalent project tools and Avenue5-approved business systems as relevant to the position.

• Proven track record of delivering projects and assignments at or beyond expectations, and on deadline

• Critical skills related to team development, risk analysis, project cost management, schedule, and task organization, effective communication, and quality control

• Flexible and adaptable, with a strong ability to pivot quickly when the need arises

• Able to manage numerous projects at the same time in a fast-paced environment, while retaining accuracy and attention to detail

• Intermediate to advanced level knowledge of Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel

• Passionate about using technology to create efficiencies and generate ROI

• Ability to work independently and prioritize effectively in a fast-paced environment

• Excellent written and verbal communication skills

• Excellent customer service and interpersonal skills with the ability to relate to others

• Entrepreneurial mindset and go-getter attitude with proven ability to work independently as well as in a team setting

• Positive demeanor, voracious appetite to learn new things, and excellent professional judgment.

• Must be able to translate business goals into functional strategies

• Demonstrate ability to work closely with clients or business stakeholders

• Required to complete and successfully pass the Avenue5 Fair Housing and Preventing Discrimination and Harassment training and other courses, if assigned

Scheduling

• Required to maintain a regular schedule

• Travel required (5%)

Environment

• Exposure to environment typically found in an office building

• Based in Phoenix Corporate Office

Physical Requirements

Avenue5 will make reasonable accommodations to enable individuals with disabilities to perform essential functions. These functions include, but are not limited to:

• Ability to lift, push, and pull up to 25 pounds

• Hearing and visual ability to observe and detect signs of emergency required

• Must be able to sit, stand, reach, bend, and stoop for extended periods of time

Diversity

Diversity creates a healthier atmosphere: Avenue5 is an Equal Employment Opportunity / Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.