Company Secretary Administrator at TMF Group

Purpose

The Senior Company Secretary Administrator is primarily responsible for providing statutory administrative support to clients and TMF Officers & Directors.  As a Senior Company Secretary Administrator, you will be expected to guide both client and Client Liaison Officers on the day-to-day management of their entities and active structures which require company secretarial and/or corporate governance oversight.

Key Responsibilities 

• Build and maintain strong relationships with all clients and their key members of staff;
• Communicate, both internally and externally, on all related company and trust matters and build and enhance relationships with both existing and new client base;
• Respond to related client enquiries within agreed upon time frames and quality and compliance standards;
• Be a primary point of contact for clients and various third parties entity management;
• Ensure that new clients have been on-boarded effectively and in line with internal policies; and that all outstanding matters is resolved timeously;
• In conjunction with the Manager, define the entity management service delivery standards and provide the required support to all directors and officers in the execution thereof;
• Plan the annual service delivery for the allocated client portfolio;
• Execute and/or ensure that all deliverables are delivered timeously and according to agreed quality standards monthly;
• Define, implement and maintain record keeping processes relating to client information;
• Identify service delivery issues, requirements or areas of underperformance and take the necessary action to resolve; and
• Provide input on how to improve service levels.
• Incorporate in-house shelf companies and maintain a suitable stock;
• Co-ordinate, file take over & system set-up of externally registered shelf company(s);
• Identify and ensure compliance with the latest company legislation applicable to client entities and ensure adherence to best Corporate Governance practices;
• Co-ordinate all meetings including but not limited to the AGM’s, Board meetings, Audit Committee meetings, Social and Ethics Committee meetings, etc., as required;
• Prepare board packs, including attendance register, agenda, etc., as required;
• Prepare and circulate minutes of meetings where required;
• Co-ordinate and review externally drafted minutes, resolutions, transaction documents, board packs, etc. and ensure timely distribution;
• Attend to the drafting of board and shareholder resolutions as required;
• Submit, communicate and monitor all required CIPC documentation, including, but not limited to, annual returns and company changes;
• Upkeep and maintain company statutory records, both electronic and hardcopy (where required);
• Prepare and facilitate company secretarial audits;
• Prepare register of all client transaction documents and maintain appropriate and complete electronic file(s);
• Report on the status of tax and Annual Financial Statement filings;
• Create (if required) and maintain client company letterheads; and
• Draft client requests and/or formal letters on client letterhead as required.
• Co-ordinate the registration process of Trust Deeds with Master of High Court;
• Co-ordination of trustee meetings, including trustee packs and minutes;
• Where required, compile trustee packs;
• Draft the necessary resolutions;
• Upkeep and maintain trust statutory records, both electronic and hardcopy;
• Prepare and facilitate external audits;
• Report on the status of tax and Annual Financial Statement filings;
• Co-ordinate and review externally drafted minutes, resolutions, transaction documents, trustee packs etc. and ensure timely distribution;
• Create (if required) and maintain trust letterheads; and
• Draft client requests and/or formal letters on trust letterhead as required.
• Onboard new clients timeously
• Collate client data to assist in the generation of system client files;
• Create, maintain and update client records, both physical and electronic, in an orderly and comprehensive manner. This will include the upkeep and maintenance of all systems, including, but not limited to, Excalibur, SecWare system, TaxWare and CaseWare Time; and
• Define and maintain standard company approved resolutions and review and update bi-annually.
• Create and maintain director disclosures for all appointed directors and officers;
• Complete and maintain the annual KYC process for the allocated client portfolio, in line with TMF Group processes and procedures; and
• Keep abreast of company and related legislation and the impact there-of on client entities.

Your Requirements:

• A legal or compliance background would be preferred;
• Relevant knowledge of the Companies Act No 71 of 2008, King III & IV, FICA, Trust Property Control Act would be advantageous;
• Minimum of 3 years’ experience in company and trust administration and/or compliance – preferably to institutional clients;
• General procedural, CIPC and compliance knowledge;
• Relevant operational procedures knowledge; and
• Competence in MS Word, PowerPoint, Excel and Outlook