Responsible for managing visitor access, material movement, workplace security protocols, and front-line operational support within a premium 50,000 sq. ft. co-working business centre. More than a traditional security role, the VMM Associate is the first line of workplace assurance and hospitality — balancing security vigilance with a welcoming, service-oriented approach in the spirit of Kizuna and Omotenashi.
Key objectives
- Maintain a safe, secure, and welcoming workplace environment.
- Ensure efficient visitor registration and access management.
- Monitor all inward and outward movement of materials.
- Enforce workplace security and compliance procedures.
- Deliver a professional and hospitality-oriented visitor experience.
- Support emergency preparedness and incident response.
- Protect client assets, property, and workplace infrastructure.
- Contribute to an exceptional workplace experience through proactive assistance.
Key responsibilities
Visitor Management
- Welcome and assist visitors, guests, vendors, and business partners professionally and courteously.
- Manage visitor registration and verification through visitor management systems.
- Verify appointments and host approvals before granting access.
- Issue and collect visitor passes and access credentials.
- Maintain accurate visitor logs and records.
- Escort visitors when required by workplace protocols.
- Support the Reception and Workplace Experience teams during peak visitor periods.
Material Management
- Monitor and record all inward and outward movement of materials, equipment, parcels, and assets.
- Verify material gate passes, delivery challans, invoices, and authorization documents.
- Ensure proper approvals are obtained before removal of company or client assets.
- Coordinate with tenants, vendors, and facility teams regarding material movement.
- Maintain material movement registers and audit records.
- Report unauthorized material movement or suspicious activities immediately.
Access Control & Security Operations
- Monitor access control procedures and workplace entry points.
- Verify identification credentials of vendors, contractors, and service personnel.
- Conduct periodic patrols of common areas and facilities.
- Monitor compliance with building and facility access policies.
- Support implementation of security procedures and protocols.
- Assist in crowd management during events and special functions.
Workplace Experience & Client Support
- Deliver a welcoming first impression while ensuring compliance with security requirements.
- Assist members and visitors with directions and workplace information.
- Support VIP visits, corporate client visits, and special events.
- Respond promptly to member and visitor requests.
- Maintain a professional appearance and high standards of conduct at all times.
Safety & Emergency Response
- Support emergency evacuation procedures and mock drills.
- Identify and report potential safety hazards.
- Respond appropriately to incidents, emergencies, and security concerns.
- Assist emergency services and building management when required.
- Maintain incident reports and escalation records.
Surveillance & Monitoring
- Monitor workplace activities and report unusual observations.
- Coordinate with building security and facility management teams.
- Maintain awareness of workplace occupancy and visitor activity.
- Assist in investigation and documentation of incidents when required.
Compliance & Documentation
- Maintain visitor, contractor, and material movement records.
- Ensure adherence to workplace security policies.
- Complete daily operational reports and shift logs.
- Support facility audits and compliance inspections.
- Maintain confidentiality of client and workplace information.
Required experience & qualifications
- Minimum HSC (12th Standard); Graduate preferred.
- 2–5 years in workplace security, visitor management, hospitality security, customer service, facility operations, or corporate security environments.
- Experience in premium commercial properties, co-working spaces, hotels, business centres, airports, or corporate offices preferred.
- Basic understanding of security procedures and access control systems.
- Strong observational and situational awareness skills.
- Professional grooming and customer-facing communication skills.
- Physically fit and capable of managing operational duties.
Language requirements
- Good communication skills in English, Hindi, and Marathi.
- Ability to communicate confidently with corporate clients, visitors, and service providers.
Preferred skills & qualifications
- Experience with visitor management systems (VMS).
- Experience in hospitality security or concierge security roles.
- Knowledge of access control and CCTV systems.
- Basic incident reporting and documentation skills.
- Customer-service orientation with a professional demeanor.
- Fire and safety awareness certifications will be an advantage.
- First-aid certification preferred.
Key performance indicators
- Visitor Registration Compliance ≥ 99%
- Material Movement Documentation Accuracy ≥ 99%
- Zero Unauthorized Access Incidents
- Visitor Satisfaction Score ≥ 90%
- Incident Reporting Compliance ≥ 100%
- Access Control Compliance ≥ 98%
- Emergency Response Readiness Score ≥ 95%
- Workplace Security Audit Score ≥ 95%