Title: Asset Protection Receptionist - Onsite
Mandatory skills:
receptionist, administrative, customer service,
Microsoft Office, Word, Excel, Outlook, administrative systems,
access control, contractor processing, Asset Protection operations, business operations,
access control processes, identity verification, access planning, visitor processing, security support,
Asset Protection technology, Asset Protection investigations, CCTV, access control, visitor management systems, unauthorized access attempts,
access documentation, compliance tracking, document management, onboarding logistics, general site support
Description:
GENERAL FUNCTION
The Asset Protection Receptionist reports to the campus or regional Asset Protection Manager and serves as the primary front-of-house representative for the site. This dual-function role is responsible for managing access control, visitor and contractor processing, supporting Asset Protection operations, and enabling business operations through efficient front-of-house coordination while delivering a high level of customer service.
MAJOR DUTIES & RESPONSIBILITIES
Manages access control processes, including identity verification, badge issuance, and maintenance of the access database, in alignment with Asset Protection standards.
Coordinates visitor and contractor management by registering, documenting, and tracking all non-employee access to ensure traceability and compliance.
Serves as the primary front-of-house contact, delivering a professional, welcoming, and customer-focused experience for employees, visitors, and partners.
Partners with on-site security personnel to validate access, coordinate escorts, and support incident notification and exception handling.
Supports coordination of all facility special events, including access planning, visitor processing, security support, and alignment with internal stakeholders to ensure safe and seamless execution.
Monitors Asset Protection technology, including CCTV, access control, and visitor management systems, to identify irregular behavior, unauthorized access attempts, or policy deviations.
Supports Asset Protection investigations as directed by the AP Manager.
Maintains accurate visitor logs, badge records, and access documentation to support reporting, audits, and compliance tracking.
Provides administrative support, including meeting coordination, document management, onboarding logistics, and general site support.
Ensures adherence to company policies, security procedures, and safety protocols at all times.
Reports any hazardous or unsafe conditions to the AP Manager and supports emergency response activities in alignment with site procedures and escalation protocols.
Carries out responsibilities in a manner that minimizes risk to employees, visitors, vendors, and company assets.
BASIC (REQUIRED) QUALIFICATIONS
High School Diploma or equivalent
1–3 years of experience in a receptionist, administrative, customer service, or security-related role
Strong customer service and interpersonal skills with the ability to interact professionally with all levels of the organization
Demonstrated ability to manage multiple priorities in a fast-paced environment
Strong attention to detail and ability to follow established procedures and protocols
Effective verbal and written communication skills
Ability to identify and escalate unusual behavior or security concerns
Proficiency in Microsoft Office (Word, Excel, Outlook) and basic administrative systems
Ability to handle sensitive and confidential information with discretion
Open availability as needed to support business operations
Specific Skills Needed:
Customer service-oriented
Top 3-5 mandatory and/or minimum requirements:
1. Excellent Communication Skills
2. Customer Service Focus
3. Strong Organizational Skills
4. Professionalism and Reliability
Top 3-5 desirable attributes/qualifications
1. Punctual
2. Detail-oriented
3. Professional
Required levels/ Years of Experience education – discuss whether there is flexibility – yes, flexible. Experience of any kind would be nice.
Notes:
100% Onsite
Work hours: 40 hours / 8 am to 5 pm ( Including 1 hour lunch)
VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.
Contact Details :
Account co-ordinator: Sekhar Radhakrishnan
VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008
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