Regional Workplace Coordinator - Site Based in Birmingham

As a Regional Workplace Coordinator, your role will be providing a highly professional, efficient, and effective support across multiple Ramboll offices in the UK. You will be required to travel regularly to deliver WPM & location support tasks, including HSEQ and ISO compliance to various RUK sites. You will provide exceptional management of the office, to enable the business to successfully deliver to its clients. You will be responsible for creating an inspiring environment within the office where people can relax and deliver exceptional work. 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 Workplace management role that requires a physical presence on site 5 days a week at one of our Ramboll office sites. You will provide remote support to our smaller Ramboll offices and be willing to travel to various Ramboll sites across the UK to cover annual leave, sickness (where appropriate). There will be opportunity to support with exciting projects, take on specialist roles and learn new skills.

Role Responsibilities

• Facilities Management: Travel to various Ramboll office sites across the UK to provide cover for annual leave, sick leave or staff absence. Liaise with FM providers, cleaning staff, and PPM engineers to ensure timely maintenance and smooth office functionality. Support the Location Support manager with the delivery of office facilities and attend monthly contractor KPI/SLA meetings. Assist with ordering/provision of PPE and WFH equipment. Manage office inventory, including stationery and consumables, ensuring availability and proper maintenance, such as kitchen supplies and coffee machines. Complete daily, weekly, and monthly checks of the office environment to identify hazards and maintenance requirements. Support onsite facilities management, conduct monthly/annual inspections, and upload data to the FM shared site.
• Health & Safety: Maintain Ramboll high standards of Health & Safety, Quality Assurance, and Environmental impact as well as ensuring office security. Coordinate Health & Safety compliance, including monthly fire inspections, annual audits, CO2 readings, and COSHH documentation. Provide administrative support to H&S, ensuring notices, Fire Warden, and First Aider duty holders' information is up to date. Ideally trained as a First Aider and willing to be a Fire Marshal.
• Visitor and Office Management: Deliver a positive visitor experience by managing reception duties, visitor protocols, and meeting room arrangements. Facilitate meeting room setup, including AV equipment, catering, and IT support. Assist with the coordination of onsite events, including catering, room bookings, and logistics. Manage office operations, including desk bookings and car park logistics.
• Administrative and IT Support: Use cloud-based accounting software, Maconomy for processing transactions, raising purchase orders, and inputting invoices. Provide basic IT support, set up workstations and manage asset orders. Maintain visual standards and display accurate information throughout the office. Handle incoming post, couriers, and deliveries. Maintain accurate records in company systems and databases.
• General Support: Lead and uphold professional behaviours within the office environment. Oversee new starter equipment setup and induction processes, providing office tours. Support the Location Leader with site-specific activities. Update data spreadsheets regularly. Undertake additional tasks as required by the business. Any other ad hoc duties to the business when required.

About You

• 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
• Ability to travel to RUK offices as required

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

Ready to join us? Please submit your application and CV online. We invite diversity in all its forms and encourage applicants from all groups to apply.

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.