Client Relations Coordinator – Southampton (site based)

Ramboll; Southampton; On-site; GBP 26,000 - 38,000; Full time

Benefits offered by this job

27 days annual leave

Matched pension contributions

Private medical cover

Life assurance

Job summary

Ramboll in Southampton seeks a Client Relations Coordinator to be the first contact on-site, delivering professional visitor care and front-of-house support. The role blends facilities coordination with IT support and HSEQ compliance to enable client delivery.

You will engage with internal teams, support meetings, manage room setups, and ensure smooth daily operations while maintaining security and safety standards at the office.

Qualifications

• Excellent planning and organising skills demonstrated in office environments.
• Proficient in MS Office (Word, Excel, Outlook, Teams) with practical use.
• Clear, responsive communication across internal and external teams.
• Capability to build strong relationships with clients and colleagues.
• Ability to multitask and perform under pressure while remaining organised.
• Evidence of continuous improvement mindset in delivery of admin tasks.

Responsibilities

• Deliver positive visitor experience, sign-in, health and GDPR compliance.
• Collaborate with facilities and building management for visiting contractors.
• Provide front-of-house support, front desk duties, and room bookings.
• Set up AV/Tele/Video facilities, refreshments, IT assistance as needed.
• Log tickets via Helpdesk and ensure timely resolution for clients and visitors.
• Support office facilities, monthly PPMs, and induction for new starters.
• Oversee PPE provisioning, office signage, and daily maintenance tasks.
• Maintain auditable records and support HSEQ compliance across the site.

Skills

Planning & organizing

MS Office

Communication skills

Relationship building

Multi-tasking

Continuous improvement

Job description

Client Relations Coordinator – Southampton (site based)

• Full-time

Client Relations Coordinator – Southampton

Full-time role (Monday to Friday) Office based – not remote or hybrid
As a Client Relations Coordinator yourrole will be providing ahighly 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 client relations/location support, facilities tasks, 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 and add value to their experienceat Ramboll. It is 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, you will be the face of Ramboll and the first point of contact for clients and visiting employees for your assigned office.

Our vision for the Business Support Shared Service team

Our vision is to create a centralised team who work together to deliver administrative excellence and ensure our teams and colleagues across the business can support our customers and functions. The Location Support team will 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 including sky visitor and comply with health and safety and GDPR policies and procedures.
• Working closely with facilities and the building management team to ensure all visiting contractor are registered and parking organised if required.
• 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.
• Assisting with managing 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.
• Support the Location Support coordinator with the delivery of office facilities, support contractor, monthly PPM’s.
• Assist with set up and provision of new starter equipment and supporting induction process by conducting weekly new starter office tours (emergency exits etc).
• Kitchen duties, Milk distribution and coffee machines’ 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, 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
• Support Location Support coordinator with ensuring all H&S notices, Fire Warden and First Aider information is kept up to date around the office.
• Willing to be a first aider and fire warden
• Assist with the ordering and provision of PPE.
• Maintains Ramboll high standards of Health & Safety, Quality Assurance and Environmental impact as well as ensuring office security
• Support with all on-site facilities
• Take shared responsibility for the visual standards of the site and ensure that correct/accurate information is displayed in all areas around the office
• 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
• 27 days annual leave plus bank holidays
• Matched pension contributions
• Private medical cover and life assurance

Deadline: 18.11.2026

Please note that we may close applications early if a suitable candidate is identified or due to a large number of applications early on.

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 [e-mail] with such requests.

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