Regional Workplace Coordinator - Site

Regional Workplace Coordinator - Site based

Manchester, UK

Regular travel to other office locations required.

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.

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 Regional Workplace Coordinator individual 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.

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…