Client Relations Coordinator - Site based

Ramboll; Birmingham; On-site; GBP 23,000 - 32,000; Full time

Benefits offered by this job

27 days annual leave

Matched pension contributions

Private medical cover

Life assurance

Flexible work environment

Job summary

Ramboll in Birmingham is seeking a Client Relations Coordinator for a site-based, full-time role. You will deliver front of house support, a positive visitor experience, and ensure facilities and IT tasks are managed effectively on a daily basis.

You will liaise with the Location Support Coordinator, coordinate meetings, assist with AV and conferencing, and maintain health, safety and GDPR compliance across office sites. A proactive, organised team player is essential.

Qualifications

• Excellent planning and organising skills.
• Proficient with MS Office (Word, Excel, Outlook, Teams).
• Good communication, responsive and flexible.
• Ability to build internal and external relationships.
• Ability to multi-task and work under pressure.
• Right to Work in the UK (no visa sponsorship).

Responsibilities

• Deliver a positive visitor experience, manage sign-in, health and safety and GDPR compliance.
• Support front of house and desk bookings; manage reception duties and appointment scheduling.
• Coordinate meeting rooms, AV setup, conferencing facilities and IT assistance.
• Log tickets via the Helpdesk and ensure timely resolution for clients and visitors.
• Liaise with FM, cleaning and PPM engineers; support KPI/SLA reviews.
• Assist on-site events, office facilities delivery, and health and safety compliance.
• Travel to other Ramboll offices as needed to cover absences.

Skills

MS Office

Communication skills

Organisational skills

Customer service

Right to Work UK

IT support

Team collaboration

Tools

Maconomy

Job description

Client Relations Coordinator - Site based

• Full-time

Client Relations Coordinator - Site Based – Birmingham

Full-time role (Monday to Friday) – Office based – notremote or hybrid

Job Description
As a Client Relations Coordinator yourrole will be providing ahighly professional,efficient, and effective service to UK offices as one central team.As part of the Global Workplace Management team your role is pivotal to ensuring a high standard office environment, security compliance and accessibility for all staff and visitors. You will support the Location Support Coordinator in creating an inspiring environment within the office where people can relax and deliver exceptional work. This role will deliver Front of house, office/location support, facilities tasks including PPM management & documentation compliance, IT Support and HSEQ compliance to ensure the business can successfully deliver to its clients.

This rolealso requires the individualto strike the appropriate balance between client care and office facilitation requirements.Youwillgain knowledge of our visitors and their expectations with a view to implement approaches that add value to their experienceand 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 your assigned office(s). You will be required to travel to other office sites, as required, to cover absences.

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 optimise the environments and systems within which people work. The Location Support team report to the Location Support Manager and will work to create a centre of excellence with consistent and standardised processes, workflow management and continuous improvement. This role will be central to our success.

Role Responsibilities

• Focus on delivering a positive visitor experience, through welcoming clients, visitors, and contractors. Maintain correct visitor 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 appointments.
• Manage meeting rooms, including facilitating set up of AV, Tele/Video conferencing facilities, refreshments, 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 Coordinator with the delivery of office facilities, support annual contractor reviews by attending monthly contractor KPI / SLA meetings.
• 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).
• Kitchen duties and coffee machines’ / milk daily maintenance.
• Using our cloud-based accounting software, Maconomy, logging all purchases. Inputting of invoices.
• Local low tech IT support – Setting up desks with docking station, ordering assets as requested
• Assist with the coordination of any onsite events – ensuring that all needs are met (catering orders, room bookings, etc)
• Workplace Management – PPM’s, Office Inspections, Health, Safety & Security compliance.
• Dealing with incoming post, couriers, and deliveries
• Maintains our auditable records on the company's systems, databases, and procedures
• Ensuring that offices are safe and secure, coordinate with the Health & Safety consultant regularly to ensure legislative requirements are met.
• Provide administrative support to the H&S Officer and ensure that all H&S notices, Fire Warden and First Aider information is kept up to date around the office.
• Ideally a First Aider and willing to be a Fire Marshall
• Assist with the provision of PPE.
• Maintains Ramboll high standards of Health & Safety, Quality Assurance and Environmental impact as well as ensuring office security.
• Travel to other office sites to cover annual leave, absences and ensure business continuity
• 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
• Must have an existing Right to Work in the UK, as this role is not eligible for visa sponsorship

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

Deadline: 16/09/2026

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 [emailprotected] with such requests.