GTI Operations and Administrative Coordinator

About the role

The Operations & Administrative Coordinator is responsible for the seamless execution of business-as-usual (BAU) activities within the GTI department. This role bridges the gap between financial tracking, workforce management, and site operations, ensuring that all assets, budgets, and personnel data are accurately maintained and reported.

Responsibilities

• Financial & Asset Management
• Asset Lifecycle Oversight: Execute the annual Fixed Asset Verification exercise, identifying discrepancies and ensuring accurate declarations. Manage the monthly charge-in of new assets to the Finance listing.
• Budgetary Control: Monitor and track the overall GTI budget, focusing on MCER, OPEX, and CAPEX expenditures to ensure alignment with financial targets.
• Procurement: Facilitate the quarterly Purchase Order (PO) process for pantry supplies (ITSM & GTS), including strict inventory control of beverages.
• Workforce & Human Capital Support
• Headcount & Org Management: Maintain up-to-date Organizational Charts and manage the Hiring Summary Tracker.
• Talent Logistics: Coordinate the end-to-end onboarding process for new hires and track monthly training progress across the department.
• Leave & Attendance: Administer Resource Replacement Leave (RL) tracking and participate in the daily administrative rotation for Tower Huddles.
• Compensation & Claims Administration
• Allowance Compilation: Consolidate Standby and Callback allowances for GTI and ITSM staff, ensuring data integrity for payroll processing.
• Expense Management: Maintain a centralized Claims Tracker to monitor and validate monthly employee reimbursements.
• Site & Facility Coordination
• Resource Scheduling: Manage booking slots for Data Centers (PJC & HLT) and Meeting Rooms (PJC).
• Visitor Relations: Act as the primary point of contact for greeting and assisting visitors, ensuring a professional corporate environment.
• Workflow Integration: Manage the PTOP process for ITSM and GTS divisions.
• Strategic Communications & Ad Hoc Support
• Internal Communications: Draft and disseminate department-wide announcements and GTI-related updates.
• Event & Travel Logistics: Organize departmental events and coordinate complex travel arrangements.
• Special Projects: Provide agile support for spontaneous tasks and administrative projects as required by management.
• Skills and Experiences We Are Looking For:
• Financial & Asset Stewardship: Expertise in CAPEX/OPEX budget tracking, fixed asset reconciliation, and end-to-end procurement management.
• Operational Governance: Skilled in complex resource scheduling (Data Centers & facilities) and maintaining high-integrity organizational trackers.
• Human Capital Administration: Proficient in managing onboarding lifecycles, training logs, and auditing complex payroll claims (Standby/Callback).
• Strategic Communication: Ability to draft professional departmental announcements and manage multi-level stakeholder relations.
• Adaptive Problem Solving: Highly versatile in handling ad hoc logistics, travel coordination, and spontaneous administrative projects.
• Technical Proficiency: Advanced command of data management tools, ITSM frameworks, and digital collaboration platforms.
• For more job opportunities, please go to HLB Careers: https://hlb.wd3.myworkdayjobs.com/HLBCareers/
• We appreciate your application and will be in touch with shortlisted candidates regarding next steps.
• About Hong Leong Bank
• Realise your full potential at Hong Leong Bank by applying now.

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