Project Intake Manager - D&C Project Controls Program

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Position Overview

The Project Intake Manager serves as the regional point of contact for all incoming project requests within the Design & Construction (D&C) team ranging from new construction, renovations (large/medium) and small scale projects across an organization. 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 with clear SLA targets for each project type.

Key Responsibilities

Request Management & Coordination

• Serve as primary regional point of contact for all D&C Project Controls Program intake requests to internal clients, partner teams, and D&C leadership, communicating performance, negotiating priorities, and ensuring alignment across business units and regions.

• Oversees end-to-end intake execution across AMER, EMEA, and APAC, ensuring reactive (1-5 days) and proactive (25–40 day) tracks stay on target while monitoring AI-triage performance and Coordinator workload balance.

• Determine scoping/feasibility requirements, 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.

• Enforces documentation standards, conducts audits and peer reviews, validates routing accuracy and AI-triage quality, and maintains standardized templates and process documentation.
• Resolves complex routing decisions, resource conflicts, priority disputes, and ambiguous categorization across stakeholder teams.

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 (weekly/bi-weekly) 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

• 5-7 years of experience in project management, project coordination, change management, 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, change management 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.

• Use and knowledge of ai-tools preferred.

• 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, evolving product landscape.

• Strong business acumen with ability to understand organizational priorities and make sound routing decisions.

Location:

Scheduled Weekly Hours:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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