Client Relations Coordinator

As a Client Relations Co-ordinator, 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 client relations/location support, facilities tasks, IT 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 and add value to their experience at 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.

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 contractors are registered and parking organised if required.
• Lead by example by promoting and maintaining a 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 and 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.

Ready to join us? Please submit your application with your up-to-date CV. We invite diversity in all its forms and encourage applicants from all groups to apply. We recognise that some candidates only apply when they tick every box. However, passion and potential often outweigh a perfect resume and Ramboll’s supportive learning culture can help you grow. So if this role resonates with you but you don't meet all the requirements, we encourage you to apply. You might be the perfect fit for this opportunity or another within our team.

Thank you for taking the time to apply! We look forward to receiving your application.