Workplace and FM Coordinator - Site Based (London)
Monday to Friday
Job Description
As a Workplace and FM Coordinator based in our Head Quarters your role will be providing a highly professional, efficient, and effective service to UK offices, as one central team. You will be responsible for creating an inspiring environment within the office where people can relax and deliver exceptional work. This role will deliver location support, facilities tasks, IT & Legal support and HSEQ compliance while ensuring exceptional management of the office, to ensure the business can successfully deliver to its global clients and visitors.
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 support services role that requires a physical presence on site, and you will be the main point of contact for your assigned office(s).
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 optimise the environments and systems within which people work. The Location Support team reports 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
Facilities Management:
- 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.
- Provide support to the London WPM team when the office is busy.
Required qualifications, skills and knowledge
Professional Memberships:
- Active membership with the Institute of Workplace and Facilities Management (IWFM) or a comparable professional organization in facilities management.
- Membership with bodies related to health and safety, such as IOSH (Institution of Occupational Safety and Health) or similar, is highly advantageous.
- Certification or affiliation with auditing organizations or standards, such as ISO certification bodies, is beneficial.
Skills and Knowledge:
- Thorough knowledge of auditing practices, including familiarity with relevant standards and compliance requirements.
- Demonstrated expertise in facilities management principles and health and safety regulations.
- Exceptional planning and organizational capabilities, with the ability to manage multiple tasks efficiently.
- Proficient in using MS Office Suite (Word, Excel, Outlook, Teams) as a minimum requirement.
- Strong communication skills; responsive and adaptable to the needs of the team and stakeholders.
- Proven ability to establish and maintain effective internal and external relationships.
- Capacity to multi-task and thrive under pressure while maintaining quality and accuracy.
- Demonstrated ability to think critically and contribute to continuous improvement initiatives.
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 and CV online. 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.
Deadline: 1st April 2026
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 [email protected] with such requests.
