Josephine Borja

• Acted as liaison between the Chief of Staff and executives, department heads, and external partners.
• Supported onboarding and coordination of staff within the operations function.
• Promoted effective internal communication, always maintaining confidentiality and professionalism.
• Managed reception area and serve as first point of contact for visitors, guests, and colleagues ensuring professional and welcoming experience.
• Coordinated meeting room bookings, setup, and catering arrangements for internal meetings and external client presentations.
• Managed office supplies inventory and procurement ensuring adequate stock levels while managing vendor relationships.
• Managed visitor access, security protocols, and guest registration in coordination with building management.
• Coordinated travel arrangements, hotel accommodation bookings, and logistics for colleagues as required.
• Maintained office facilities and coordinate with building management for maintenance, repairs, and facility related issues.
• Supported HR Manager with administrative tasks including colleague onboarding logistics, event coordination, and documentation.
• Managed incoming and outgoing mail, courier services, and package distribution.
• Coordinated office events, colleague celebrations, and team-building activities.
• Maintained office filing systems, records, and documentation ensuring organization and accessibility.
• Supported Finance in invoice processing and expense management for office-related purchases and services.
• Assisted with visitor parking arrangements and transportation coordination.
• Managed office phone system, direct calls, and handle general inquiries professionally.
• Coordinated with IT department for technology setup, equipment, and troubleshooting support.
• Supported various administrative projects and initiatives as assigned by HR Manager/Director and senior leadership.
• Maintained office cleanliness, organization, and professional presentation always.

Acted as the initial point of contact at the reception area, providing a professional and friendly
experience for all visitors, guests, and staff
Coordinated all aspects of meeting room usage, from reservations
and setup to catering services,
for internal and client-facing meetings.
Managed visitor access and security, collaborating with building management to enforce security
protocols. Maintained office infrastructure, working with building management to address maintenance,
repairs, and other facility needs.
Supported HR during the onboarding of new hires, including preparing workstations and
assembling welcome kits
Streamlined the offhoarding process by managing the collection of access cards and IT
equipment.
Efficiently managed all incoming and outgoing mail and courier services.
Maintained a well-organized filing systems and documentation for easy retrieval,
Provided support for invoice processing and expense tracking related to office operations.
Assisted with parking and transportation logistics for visitors.
Processed and submitted C-level executives and office expenses, ensuring all claims followed the
companys expense policy.
Managed Purchase Requests (PRs) and Purchase Orders (POs) in ERP for the Dubai Corporate
Office. Managed reception duties including handling calls, emails, and visitor coordination.
Organized mestings, prepared documentation, and maintained meeting schedules.
Processed executive invoices and monitored office expenses.
Maintained office infrastructure, working with building management to address maintenance,
repairs, and other facility needs.
Managed office supplies, printing services, and procurement activities.
Provided support for invoice processing and expense tracking related to office operations.

• Managed administrative operations for the Palazzo Versace Hotel & D1 Tower Project Site Office.
• Provided administrative support to the Project Director, Project Manager, Construction Manager and construction team in managing operation workflow.
• Served as the first point of contact for visitors and clients, offering information and assistance.
• Managed incoming calls and emails, directing them to appropriate departments for efficient resolution.
• Scheduled appointments and managed conference room bookings effectively.
• Prepared meeting minutes and coordinated internal and external communications.
• Maintained project documentation to include drawings, contracts, authority approvals, NOCs, variation orders and reports both electronic and hard copies.
• Managed petty cash transactions and financial record keeping.
• Coordinated office supply procurement and vendor services.
• Liaised with outsourced manpower suppliers for employee documentation and records.
• Managed and supervised the itinerary of travel and activities for drivers and office assistants.
• Liaised with the company and other outsourcing manpower supplier head offices regarding site employee needs, including new staff requirements, visa/medical information, joining reports, transfer reports, and clearances.
• Ensured accurate attendance tracking for site employees and managed annual and sick leave applications.
• Adhered to security requirements by screening visitors, updating logs and issuing temporary passes.

• Served as the first point of contact for visitors and clients, offering information and assistance with professionalism.
• Maintained project documentation to include drawings, contracts, authority approvals, NOCs, variation orders and reports both electronic and hard copies.
• Managed correspondence, emails, and communication with contractors, subcontractors and vendors.
• Assisted the Project Director, Project Manager, Construction Manager and construction team with administrative tsks to optimize workflow and maintain productivity.
• Organized meetings, took minutes, and arranged site visits or travel itineraries as needed.
• Monitored and ordered office or site supplies to ensure continuous operations.
• Maintained accurate, confidential files, employee records, and contact lists for contractors and suppliers, ensuring data integrity.
• Adhered to security requirements by screening visitors, updating logs and issuing temporary passes.

• Acted as the initial point of contact at the reception area, providing a professional and friendly experience for all employees, visitors and stakeholders.
• Managed front desk operations and assisted visitors and clients.
• Handled incoming calls, emails, and appointment scheduling.
• Coordinated meeting arrangements and conference room bookings.
• Maintained office supplies and assisted with procurement activities.
• Provided administrative support to management and office staff.
• Managed the preparation of business correspondence, memos, and reports of incoming and outgoing materials from the warehouse.
• Recorded all incoming documents/correspondence received and distribute to the concerned staff
• Managed travel arrangements, scheduling of appointments and hotel and flight reservations.
• Maintained the safekeeping of office documents/files
• Prepared Pro-forma Invoice and Local Purchase Order/Foreign Purchase Order
• Managed the purchasing of office materials for office’s kitchen, pantry, janitorial and stationery
• Prepared Letter of Credit Application
• Managed photocopying, compilation, checked and verified complete shipping documents of the received materials for the Accounts/Finance Department
• Managed the issuance of cheques to suppliers
• Arranged logistics and courier pick-up
• Performs other duties as assigned