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Company Secretary cum Operation Executive

Salary undisclosed

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Position Title: Company Secretary cum Operation Executive
Department: Company Secretary
Reports to: Executive Director / Head of Company Secretary
Location: Quality Oracle Group
Employment Type: Full-time

Job Summary:

The Company Secretary Executive will assist the Company Secretary team in providing external corporate secretarial services to clients, managing statutory compliance, handling license applications, and liaising with relevant authorities. The role includes preparing necessary documentation for client meetings, maintaining statutory records, and enhancing workflows within the department to ensure efficient client service delivery.

Key Responsibilities:

Corporate Governance and Compliance:

  • Assist the Company Secretary in attending to corporate secretarial matters for client companies, ensuring compliance with the Companies Act 2016 and other statutory regulations.
  • Draft and prepare resolutions, minutes, annual returns, and statutory documents for client companies.
  • Ensure the proper and timely lodgment/submission of statutory documents to relevant authorities, including the Companies Commission of Malaysia (CCM).
  • Liaise with regulatory bodies such as CCM, Lawyers, Auditors, and the Stamping Office to ensure compliance with statutory requirements.

Client Board and Shareholder Meetings:

  • Provide company secretarial services for clients by preparing pre and post Boards of Directors’ meetings, Board Committees’ meetings, Annual General Meetings (AGMs), and internal management meetings.
  • Ensure accurate meeting documentation and follow-up on action items as required by clients.

Statutory Filings and Record Maintenance:

  • Maintain and update statutory records and registers for client companies, including registers of members, directors, and secretaries.
  • Prepare and file statutory changes for client companies, such as director appointments and annual returns.
  • Ensure proper maintenance of all secretarial documents and statutory records for client companies.

Handling License Applications and Liaising with Authorities:

  • Assist clients in preparing and submitting license applications, including but not limited to regulatory licenses and business permits.
  • Liaise with relevant authorities to ensure that all necessary approvals and documentation are processed efficiently.
  • Stay updated on regulatory requirements for licenses and assist clients in navigating these processes.

Enhancing Department Workflows:

  • Assist in improving workflows and systems within the company secretarial department to enhance service efficiency.
  • Propose and implement improvements to manage client records and statutory filings more effectively.

Independent Handling of Client Duties:

  • Handle secretarial duties for assigned clients with minimal supervision, ensuring accuracy and compliance with statutory requirements.
  • Manage client-specific needs, including advising on statutory compliance and timely submission of documents.

Ad Hoc Tasks:

  • Handle other corporate secretarial and administrative tasks as required by clients or management.

Qualifications and Experience:

  • Bachelor’s Degree in Law, Business Administration, Corporate Governance, or a related field.
  • Qualified Company Secretary licensed by SSM, or working towards certification.
  • Minimum of 2-4 years of experience in external company secretarial functions, preferably servicing multiple clients.
  • Knowledge of the Companies Act 2016 and other relevant corporate laws in Malaysia.
  • Experience in handling license applications and liaising with government authorities is an added advantage.
  • Familiarity with MyCoID and other statutory filing platforms.
  • Strong organizational and communication skills, with attention to detail.
  • Ability to manage multiple client accounts and statutory deadlines.

Key Competencies:

  • Attention to Detail: Meticulous in preparing and filing statutory documents and handling license applications.
  • Time Management: Capable of managing multiple deadlines, including statutory filings and license applications.
  • Compliance and Regulatory Knowledge: Strong understanding of statutory requirements and regulatory processes, including licenses.
  • Communication: Effective liaison with clients, authorities, and regulatory bodies.
  • Client-Focused: Dedicated to providing tailored solutions and ensuring client satisfaction.
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