Front Office Admin and Bookings Support – UK

Front Office Admin and Bookings Support – UK



About Proact

Proact is Europe’s leading independent data centre and cloud services provider. By delivering flexible, accessible and secure IT solutions and services, we help companies and authorities reduce risk and costs, whilst increasing agility, productivity and efficiency.

Job Overview

Proact is looking to recruit a Front Office Administrator within our London Office, the ideal candidate will recent administration experience in a customer services environment.

This position will be to provide a comprehensive bookings service to staff and clients at Proact UK, in line with both agreed policies and procedures and agreed standards of service


1. To provide a comprehensive bookings service as required to include, but not restricted to:

  • receiving all booking requests for travel and accommodation
  • receiving all booking requests for meeting rooms, refreshments and equipment
  • timely coordination and processing of all booking requests, as per agreed policies and procedures
  • liaising with relevant staff and departments at all stages of the booking process
  • providing confirmation of all bookings
  • reviewing all reservations

2. To provide a friendly, professional and proactive front-of-house service as required, to include, but not restricted to:

  • meeting and greeting all visitors, clients, customers and Proact staff on arrival
  • ensuring the health & safety policy for all visitors is adhered to via the signing in and out process and issuing of security passes
  • proactively providing refreshments for visitors upon arrival and throughout visit
  • dealing with delivery personnel and courier arrangements, both in-bound and out-bound

3. To provide a full administrative support service as required, to include, but not restricted to:

  • handling all incoming telephone calls
  • administrative support for the HR department and all associated personnel

4. To provide facilities support to maintain a clean, tidy and fit-for-purpose office environment, with responsibility for the day-to-day management of office facilities, including, but not limited to:

  • keeping all general open-plan office areas tidy, and keeping all meeting rooms tidy and fully presentable and prepared for visitors
  • conducting weekly walk-rounds to identify facilities issues/repairs, and liaising with the appropriate in-house facilities staff or external management company to report issues promptly and ensure completion

5. To undertake the role of Employee Ambassador for the respective office location, with corresponding duties, including, but not limited to:

  • acting as the employee representative for the local office, communicating with all employees to obtain their feedback and to keep them informed about company information
  • attendance and active participation in the quarterly Operations Meeting, including obtaining feedback, suggestions and input from local office employees prior to the meeting, and disseminating feedback, progress and updates to them following the meeting
  • coordinating and organising all local office social and cultural events

6. To take part in cross departmental working teams as required to meet organisational objectives



  • GCSE Grade C or above in English and Maths, or equivalent qualification
  • NVQ Level 2 or above in Office Administration or equivalent qualification/experience


  • Recent administrative experience
  • Experience of working in a customer services and/or support environment
  • Experience of handling complex bookings for travel, accommodation, meeting rooms etc.
  • Responsibility for health and safety in own area of work
  • Responsibility for areas of office/facilities management


  • Excellent administrative skills
  • Excellent customer service skills
  • Excellent organisational skills
  • Excellent written and oral communication skills
  • Ability to listen, understand and clarify requirements of colleagues/customers
  • Ability to prioritise workload and manage own time in a fast-paced work environment, with the ability to be flexible and prioritise a changing to-do list
  • Ability to work proactively and with minimal supervision
  • Be self-motivated and have the ability to use own initiative to see what needs doing, rather than waiting to be asked or told
  • Be honest and trustworthy, with the ability to maintain confidentiality
  • Ability to work successfully with a wide range of people
  • Ability to use Windows based software, to include Excel, Word and Email
  • Ability to consistently demonstrate a professional, friendly and approachable attitude, even when under pressure of a heavy workload

Company Benefits:

  • 25 days Annual Leave
  • Competitive Salary
  • Contributory Pension
  • Private Health care with free pure gym membership
  • Laptop
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