Project Intake Global Coordinator

Global Coordinator - D&C Project Controls Program

(London, UK)

Position Overview

The Global Coordinator serves as the global eyes and ears of the D&C Project Controls Intake Program, supporting regional Project Intake Manager (PIM) leads — who serve as the primary points of contact for incoming project requests — across new construction, renovations (large/medium), and small-scale projects.

Based in London, this role oversees and supports all Project Intake Coordinators across EMEA, APAC, and AMER, working alongside regional PIM managers to ensure efficient project initiation, consistency of processes, and standardization where needed. Proximity to key stakeholders and leadership is crucial for effective collaboration and decision-making.

The position combines strategic oversight, program-wide visibility, and analytical capabilities to optimize intake processes, drive standardization across regions, and provide performance insights with clear SLA targets for each project type.

Key Responsibilities

Global Oversight & Program Support

• Serve as the global eyes and ears of the D&C Project Controls Intake Program, maintaining program-wide visibility across EMEA, APAC, and AMER to identify risks, opportunities, and areas requiring standardization.
• Support and collaborate with regional PIM managers — who serve as the primary points of contact for their regions — providing guidance, sharing best practices, and ensuring consistency and quality across the global program.
• Oversee and support all regional Project Intake Coordinators, monitoring end-to-end intake execution to ensure reactive (1–5 days) and proactive (25–40 day) tracks stay on target while tracking AI-triage performance and Coordinator workload balance.
• Drive standardization of intake processes, templates, routing criteria, and documentation across all regions where needed, while respecting regional nuances.
• Facilitate smooth handoffs between intake and project execution teams, ensuring continuity of information and stakeholder expectations.

Quality Assurance & Standards Enforcement

• Enforce documentation standards, conduct audits and peer reviews, validate routing accuracy and AI-triage quality, and maintain standardized templates and process documentation across all regions.
• Support regional PIM managers in resolving complex routing decisions, resource conflicts, priority disputes, and ambiguous categorization across stakeholder teams globally.

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 and regions.
• Enforce documentation standards that enable accurate project scoping and reduce downstream rework.

Stakeholder Coordination & Communication

• Supports intake calls (weekly/bi-weekly) and kickoff meetings with internal customers, project sponsors, and D&C Project Controls teams across all regions.
• Coordinate across multiple stakeholder groups including operations, finance, real estate, facilities, and business units globally.
• Communicate program health, standardization updates, and performance insights to D&C leadership and regional PIM managers.
• Serve as a trusted liaison between regional PIM teams and senior leadership, ensuring alignment on expectations and priorities across EMEA, APAC, and AMER.

Reporting & Analytics

• Monitor dashboards tracking intake volume, request types, assignment patterns, and processing timelines across all regions.
• Analyze performance metrics including time-to-assignment, request completion rates, and resource utilization at both regional and global levels.
• 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 across all regions.
• Recommend and implement improvements to intake forms, routing criteria, and coordination protocols.
• Collaborate with regional PIM managers and D&C Project Controls leadership to establish service level agreements and performance standards.
• Maintain comprehensive documentation of intake processes, routing guidelines, and best practices.
• Champion a culture of continuous improvement by gathering feedback from regional PIM managers and coordinators, analyzing trends, and driving process optimization initiatives globally.

Experience

Required Qualifications

• 10+ years of experience in facilities management, and/or project coordination, and/or operations management, or related roles within corporate real estate, property management, or professional services environments.
• Demonstrated experience managing or coordinating service delivery across multiple service providers, vendors, or contractor teams.
• Proven track record of managing workflows, processes, and operational standards across multiple teams and stakeholder groups.
• Experience supporting or coordinating building projects, renovations, or construction-related activities within an operational environment.

Skills & Competencies

• Strong organizational abilities with excellent attention to detail and ability to manage multiple concurrent requests across regions and time zones.
• Exceptional people management and communication skills with confidence leading meetings, onboarding sessions, and coordinating across diverse stakeholder groups at all organizational levels.
• Analytical mindset with ability to interpret data, monitor KPIs, identify trends, and translate insights into actionable recommendations.
• Proficiency in Microsoft Excel, PowerPoint, and data visualization tools for reporting and analytics.
• Experience with project management systems, intake platforms, or workflow management software desirable but not essential.

Certifications & Qualifications

• Project management certification (PMP, PRINCE2, or equivalent) desirable but not essential (willingness to obtain certification).

Personal Attributes

• Customer service orientation with a strong commitment to stakeholder satisfaction and delivering a safe, innovative, and welcoming workplace environment.
• Proactive problem-solver who can work independently while collaborating effectively across global teams.
• Adaptable and comfortable managing ambiguity in a dynamic, fast-paced environment and evolving product landscape.
• Dedicated, hardworking, and driven to deliver excellence with a flexible approach to changing priorities.