Project Intake Coordinator - Design & Construction

About the role

JLL is hiring a Project Intake Coordinator for its Design & Construction (D&C) Project Controls Program in San Jose. The coordinator acts as the central point of contact for all incoming project requests, evaluating them, checking that information is complete, routing them to the right teams and coordinating across stakeholder groups. The role combines operational coordination with analytical work to optimise intake processes.

Key responsibilities

• Serve as primary contact for intake requests, assessing scope, urgency, complexity and resource needs, and assign them to the right teams and resources
• Facilitate handoffs between intake and project execution teams and route and prioritise requests to balance workload and delivery timelines
• Evaluate the completeness and quality of initial information such as scope, budgets, timelines and stakeholder documentation, and follow up with requestors on missing details
• Maintain standardised intake templates and checklists and enforce documentation standards
• Lead intake calls and kick-off meetings with internal clients, project sponsors and D&C Project Controls teams, and coordinate across operations, finance, real estate, facilities and business units
• Communicate project status, routing decisions and next steps to all stakeholders
• Monitor dashboards on intake volume, request types, assignment patterns and processing times, and analyse metrics such as time-to-assignment and request completion rates
• Identify trends and bottlenecks, prepare regular reports on intake productivity and team performance, and recommend improvements to forms, routing criteria and coordination protocols
• Work with leadership to set service level agreements and performance standards, and document intake processes and best practices

Required profile

• 3-5 years of experience in project coordination, operations or related roles in corporate real estate, facilities management, design and construction or professional services
• Experience managing workflows across multiple teams and stakeholder groups
• Background in process improvement and operational efficiency initiatives
• Strong organisational skills, attention to detail and ability to handle multiple concurrent requests
• Excellent communication skills, with confidence leading meetings and coordinating across diverse stakeholder groups
• Analytical mindset, able to interpret data and turn insights into recommendations
• Customer service orientation, proactive problem-solving, adaptability and strong business acumen

Required skills

• Proficiency in Microsoft Excel, PowerPoint and data visualisation tools for reporting and analytics
• Understanding of project management principles, design and construction project lifecycles and project controls methodologies
• Experience with project management systems, intake platforms or workflow management software