Job Description

Client Relations Coordinator - Site Based – Birmingham

Full-time role (Monday to Friday) – Office based – not remote or hybrid

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. 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
• 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 organized 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 optimize 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 standardized 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 a high level of professional behaviors.
• 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 setup 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.