Project Intake Coordinator - Design &… at CRA-JLL -… · San José

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Project Intake Coordinator - D&C Project Controls Program

Position Overview

The Project Intake Coordinator serves as the central point of contact for all incoming project requests within the Design & Construction (D&C) Project Controls Program. This role ensures efficient project initiation by evaluating requests, verifying completeness of information, routing to appropriate resource groups, and coordinating across multiple stakeholder teams. The position combines operational coordination with analytical capabilities to optimize intake processes and provide performance insights.

Key Responsibilities:

Request Management & Coordination

• Serve as primary contact for all D&C Project Controls Program intake requests, assessing scope, urgency, complexity, and resource requirements.
• Determine appropriate resource groups and team assignments based on project characteristics, expertise requirements, and capacity.
• Facilitate smooth handoffs between intake and project execution teams, ensuring continuity of information and stakeholder expectations.
• Route and prioritize requests using defined criteria to balance workload distribution and delivery timelines.

Information Verification & Quality Control

• Evaluate completeness and quality of initial project information including scope definitions, budgets, timelines, and stakeholder documentation.
• Identify gaps in project requirements and engage requestors to gather missing details before assignment.
• Maintain standardized intake templates and checklists to ensure consistent information capture across all requests.
• Enforce documentation standards that enable accurate project scoping and reduce downstream rework.

Stakeholder Coordination & Communication

• Lead intake calls and kickoff meetings with internal clients, project sponsors, and D&C Project Controls teams.
• Coordinate across multiple stakeholder groups including operations, finance, real estate, facilities, and business units.
• Communicate project status, routing decisions, and next steps to all relevant parties throughout the intake lifecycle.
• Serve as a trusted liaison between requestors and delivery teams, ensuring alignment on expectations and priorities.

Reporting & Analytics

• Monitor dashboards tracking intake volume, request types, assignment patterns, and processing timelines.
• Analyze performance metrics including time-to-assignment, request completion rates, and resource utilization.
• Identify trends, bottlenecks, and opportunities for process improvement within the intake workflow.
• Prepare regular reports on intake productivity, team performance, and operational efficiency for D&C Project Controls leadership.

Process Optimization

• Continuously evaluate and refine intake procedures to improve efficiency and stakeholder experience.
• Recommend and implement improvements to intake forms, routing criteria, and coordination protocols.
• Collaborate with D&C Project Controls leadership to establish service level agreements and performance standards.
• Maintain comprehensive documentation of intake processes, routing guidelines, and best practices.

Required Qualifications:

Experience

• 3–5 years of experience in project coordination, operations, or related roles within corporate real estate, facilities management, design and construction, or professional services environments.
• Demonstrated experience managing workflows across multiple teams and stakeholder groups.
• Background in process improvement and operational efficiency initiatives.

Skills & Competencies

• Strong organizational abilities with excellent attention to detail and ability to manage multiple concurrent requests.
• Exceptional communication skills with confidence leading meetings and coordinating across diverse stakeholder groups at all organizational levels.
• Analytical mindset with ability to interpret data, identify trends, and translate insights into actionable recommendations.
• Proficiency in project management principles and understanding of design and construction project lifecycles and project controls methodologies.
• Advanced skills in Microsoft Excel, PowerPoint, and data visualization tools for reporting and analytics.
• Experience with project management systems, intake platforms, or workflow management software

Personal Attributes

• Customer service orientation with commitment to stakeholder satisfaction.
• Proactive problem-solver who can work independently while collaborating effectively across teams.
• Adaptable and comfortable managing ambiguity in a dynamic, fast-paced environment.
• Strong business acumen with ability to understand organizational priorities and make sound routing decisions.

Location:

On-site –San Jose,CRI

Job Tags:

GREF

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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