Project Intake Analyst

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Project Intake Analyst – D&C Project Controls Program

Position Overview

The Project Intake Analyst serves as the analytical engine of the Design & Construction (D&C) Project Controls Program's intake function. Positioned between the Coordinator and Manager levels, this role focuses on data-driven evaluation of incoming project requests — leveraging AI-enabled tools and in-house platforms to accelerate triage, improve routing accuracy, and surface actionable insights. The Analyst combines deep analytical capabilities with construction industry knowledge to assess project feasibility, validate request data quality, and deliver performance reporting that drives continuous improvement across the intake lifecycle.

A core function of this role is building and maintaining dashboards, analyzing data to identify quality gaps and improvement opportunities, and creating insights that inform strategic decisions. The Analyst is expected to proactively improve the integrity and usability of intake data — transforming raw information into meaningful, trusted datasets that enable better project outcomes across the organization.

Key Responsibilities

Dashboard Development & Data Visualization

• Design, build, and maintain interactive dashboards (using QuickSight, Tableau, Power BI, or similar tools) that provide real-time visibility into intake KPIs — including time-to-assignment, SLA adherence, request completion rates, routing accuracy, and workload distribution across AMER, EMEA, and APAC regions.
• Develop self-service reporting solutions that enable stakeholders and leadership to explore intake data independently.
• Create executive-ready visualizations and narratives that translate complex data into clear, compelling stories for D&C Project Controls leadership.
• Continuously iterate on dashboard design based on user feedback, evolving business needs, and new data sources.

Data Analysis, Improvement & Insight Generation

• Analyze intake data across project types (new construction, renovations, and small-scale projects) to identify volume trends, bottlenecks, cycle-time variances, and resource allocation patterns.
• Proactively assess data quality and integrity — identifying inconsistencies, gaps, duplicates, and classification errors within intake datasets and recommending corrective actions.
• Develop and implement data cleansing, standardization, and enrichment processes to improve the reliability and usability of intake data over time.
• Perform root-cause analysis on intake delays, rework triggers, and categorization errors to recommend targeted process improvements.
• Create actionable insights from data analysis — surfacing patterns, anomalies, and opportunities that inform strategic decisions on resource allocation, process design, and SLA management.
• Develop forecasting models and scenario analyses to support capacity planning and proactive intake scheduling (25–40 day track).
• Establish data governance practices within the intake function, including data dictionaries, validation rules, and quality metrics.

AI Tool Utilization & Automation

• Leverage in-house AI tools and platforms (e.g., Amazon Q, Amazon Quick Suite, internal ML/NLP solutions) to automate request triage, classification, and preliminary routing recommendations.
• Monitor and validate AI-triage output quality — flagging misclassifications, calibrating confidence thresholds, and providing feedback loops to improve model accuracy over time.
• Design and implement AI-assisted workflows for document review, scope extraction, and compliance gap identification within intake submissions.
• Identify opportunities to apply generative AI and automation to reduce manual processing time and improve data integrity across the intake pipeline.
• Serve as a subject-matter resource for the intake team on AI tool adoption, best practices, and emerging capabilities.

Request Evaluation & Quality Assurance

• Evaluate incoming project requests for completeness, accuracy, and alignment with D&C standards — including scope definitions, budgets, timelines, and stakeholder documentation.
• Apply construction and project controls knowledge to assess feasibility, flag scope risks, and validate categorization (new build vs. renovation vs. small-scale).
• Conduct data quality audits on intake submissions, identifying systemic gaps and recommending template or process enhancements to reduce downstream rework.
• Support the Intake Manager in peer reviews and routing accuracy validation across the team.

Stakeholder Support & Coordination

• Partner with Intake Coordinators and the Intake Manager to ensure seamless request processing and handoff to project execution teams.
• Prepare analytical briefings for intake calls (weekly/bi-weekly) and stakeholder meetings, providing data-backed context on volume, trends, and performance.
• Collaborate with operations, finance, real estate, and facilities teams to gather supplementary data and validate project assumptions.
• Communicate analytical findings and improvement recommendations to internal clients and D&C leadership in a clear, actionable manner.

Process Optimization & Continuous Improvement

• Use data analysis and AI insights to identify inefficiencies in intake workflows and propose evidence-based improvements.
• Develop and refine scoring models, routing criteria, and prioritization frameworks grounded in historical performance data.
• Contribute to the establishment and monitoring of service level agreements (SLAs) and performance benchmarks.
• Maintain comprehensive documentation of analytical methodologies, AI tool configurations, and reporting standards.

Required Qualifications

Experience

• 4–6 years of experience in data analysis, project analytics, project coordination, or operations within corporate real estate, facilities management, design & construction, or professional services environments.
• Demonstrated experience designing and building dashboards and performance reports that drive operational decision-making.
• Proven track record of improving data quality and using data to drive process improvement and operational efficiency.

Skills & Competencies

• Dashboard & Visualization Skills — Proven ability to design, build, and maintain dashboards and reports using tools such as QuickSight, Tableau, Power BI, or similar platforms. Ability to tell a data story through compelling visualizations.
• Data Improvement Mindset — Experience assessing data quality, implementing data cleansing and standardization processes, and establishing data governance practices to improve data integrity and usability.
• AI & Automation Proficiency (Preferred) — Hands-on experience with AI-enabled tools, generative AI platforms, or machine learning applications in a business context. Familiarity with in-house AI tools (e.g., Amazon Q, Amazon Quick Suite, internal NLP/ML platforms) strongly preferred.
• Construction & D&C Knowledge (Preferred) — Understanding of design and construction project lifecycles, project controls methodologies, and the distinctions between new construction, renovation, and small-scale project types.
• Technical Skills — Advanced proficiency in Microsoft Excel (pivot tables, Power Query, complex formulas), SQL or similar query languages for data extraction, and familiarity with data pipeline or ETL concepts.
• Project Management Awareness — Familiarity with project management principles, intake/workflow management platforms, and ticketing systems.

Personal Attributes

• Intellectually curious with a passion for leveraging AI and data to solve operational challenges.
• Adaptable and comfortable navigating ambiguity in a dynamic, fast-paced environment with an evolving product and technology landscape.
• Customer service orientation with a commitment to stakeholder satisfaction and continuous improvement.
• Strong business acumen with the ability to connect analytical insights to organizational priorities and strategic goals.

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. We’ll offer you a competitive salary and benefits package.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

Apply today!

Location:

On-site –Warsaw, POL

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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