Client Relations Coordinator / Front of House – London – site based

Client Relations Coordinator / Front of House – London – site based

• Full-time

Client Relations Coordinator / Front of House – London – site based

Monday to Friday

Job Description As a Client Relations Coordinator your role will be providing a highly professional, efficient, and effective service to UK offices, as one central team. You will be responsible for supporting the Location Support Coordinator in creating an inspiring environment within the office where people can relax and deliver exceptional work. This role will deliver a professional and welcoming front of house & positive client experience in our busy Ramboll HQ. You will support with facilities tasks, IT & Legal support and HSEQ compliance to ensure the business can successfully deliver to its clients.

This role also requires the individual to strike the appropriate balance between client care and office facilitation requirements. You will gain knowledge of our visitors and their expectations with a view to implement approaches that add value to their experience and contribute to a culture of continuous improvement. It’s a varied and dynamic role which is all about being an organised team player with a sharp attention to detail and problem-solving skills.

This is a support services role that requires a physical presence on site, and you will be the main point of contact for clients and visiting employees for your assigned office.

Our vision for Workplace Management

Workplace Management is a discipline which acts as the super connector between people, space, process, and technology to deliver workplace experience, culture, and productivity. It is a holistic approach which integrates the skills and knowledge of facilities management, information technology, and human resources to design, manage, and optimize the environments and systems within which people work. The Location Support team will report to the Location Support Manager and will work to create a centre of excellence with consistent and standardized processes, workflow management, and continuous improvement. This role will be central to our success.

Role Responsibilities

Focus on delivering a positive visitor experience. Maintain correct visitor/contractor sign-in protocols and comply with health and safety and GDPR policies and procedures.

• Lead by example by promoting and maintaining and high level of professional behaviours.
• Assist with the smooth running of the office, front of house, desk bookings, car park (where applicable)
• Reception duties, including meet and greet, answering incoming calls and scheduling contractor attendance, desk & meeting room bookings.
• Manage meeting rooms, including facilitating set up of AV, Tele/Video conferencing facilities, refreshments/catering, IT assistance and other general requests.
• Assist with reporting and logging tickets through the appropriate Support Helpdesk on behalf of clients and visitors. Ensure matters are resolved in a timely manner.
• Liaise with FM Provider, cleaning operatives and PPM engineers.
• Support the Location Support manager with the delivery of office facilities
• Be the onsite liaison for new starter equipment set up, assist in the new starter induction process by conducting weekly new starter office tours (emergency exits etc).
• Manage stationery and consumable requirements for the office. This includes Kitchen duties and coffee machines’ daily maintenance.
• Using our cloud-based accounting software, Maconomy, logging all purchases, raising purchase orders. Inputting of invoices.
• Local low tech IT support – Setting up desks with docking station, ordering assets, laptops as requested.
• Assist with the coordination of any onsite events – ensuring that all needs are met (catering, room bookings, car park requirements, etc)
• Dealing with incoming post, couriers, and deliveries
• Maintains our auditable records on the company's systems, databases, and procedures.
• Maintains Ramboll high standards of Health & Safety, Quality Assurance and Environmental impact as well as ensuring office security. Coordinate Health & Safety and ensure legislation requirements are met, including, monthly fire inspections, annual H & S Audits, CO2 readings, COSHH & uploading data.
• Provide administrative support to H&S and ensure that all H&S notices, Fire Warden, and First Aider duty holders’ information is kept up to date around the office.
• Ideally a First Aider and willing to be a Fire Marshall
• Assist with ordering / provision of PPE and WFH equipment.
• Support with all on-site facilities management, monthly/annual inspections and uploading data to FM shared site.
• Complete daily, weekly, and monthly checks of the office environment to identify hazards, maintenance requirements, ensure IT equipment on desks is in good working order and encourage ALL employees to uphold the general tidiness of the office.
• Take responsibility for the visual standards of the site and ensure that correct/accurate information is displayed in all areas around the office.
• Support the Location Leader where required in the delivery of location specific activities.
• Completing and keeping data spreadsheets up to date
• Any other ad hoc duties to the business when required.

Required qualifications, skills and knowledge

• Excellent planning and organizing skills
• Possesses excellent skills in MS Office (Word, Excel, Outlook, Teams) as a minimum
• Good communication skills, responsive and flexible
• Ability to build internal and external relationships effectively
• Ability to multi-task and work well under pressure
• Ability to think and demonstrate continuous improvement.

What we can offer you

• Commitment to your development
• Leaders guided by our Leadership Principles
• A culture that welcomes you as the unique person you are
• Inspiration from colleagues, clients, and projects
• The long-term thinking of a foundation-owned company
• Flexible work environment
• 27 days annual leave plus bank holidays
• Matched pension contributions
• Private medical cover and life assurance

Work at the heart of sustainable change with Ramboll

Ramboll is a global architecture, engineering, and consultancy company. As a foundation-owned people company, founded in Denmark, we believe that the purpose of sustainable change is to create a thriving world for both nature and people. So, that’s where we start – and how we work. Our history is rooted in a clear vision of how a responsible company should act and being open and curious is a cornerstone of our culture. Ramboll employs more than 18,000 people globally across 35 countries. Ramboll experts deliver innovative solutions across Buildings, Transport, Water, Environment & Health, Energy, Management Consulting, and Architecture & Landscape. Combining local experience with global knowledge, we help shape the societies of tomorrow.

Equality, Diversity, and Inclusion

Equality, diversity, and inclusion are at the heart of what we do. At Ramboll, we believe that diversity is a strength and that different experiences and perspectives are essential to creating truly sustainable societies. We are committed to providing an inclusive and supportive work environment where everyone is able to flourish and reach their potential. We also know how important it is to achieve the right balance of where, when, and how much you work. At Ramboll, we offer flexibility as part of our positive and inclusive approach to work. We invite applications from candidates of all backgrounds and characteristics. Please let us know if there are any changes we could make to the application process to make it more comfortable for you. You can contact us at with such requests.

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