The job description for a Maintenance Company Secretary typically involves a blend of administrative and strategic responsibilities, ensuring the smooth operation of the maintenance company's office and compliance with legal and corporate governance practices. Here's a detailed overview of what the role might entail:
Key Responsibilities:
- Corporate Governance and Compliance:
- Ensure that the company complies with standard financial and legal practices and maintains high standards of corporate governance
- Prepare, organize, and store company documents with due diligence, including contracts, leases, and other legal documents
- Meeting Coordination and Management:
- Organize and prepare agendas and papers for board meetings, committees, and annual general meetings (AGMs)
- Take minutes during meetings and ensure that all legal and regulatory requirements are met
- Follow up on actions from meetings
- Company Administration:
- Manage office space and property as well as the maintenance of buildings and equipment
- Ensure policies are kept current, are approved, and that company members are aware of their implications, e.g., health and safety, security
- Oversee the company's insurance policies
- Financial Management:
- Assist with financial and risk management, working closely with the finance team
- Oversee the company's financial transactions, budgeting, and reports
- Communication:
- Ensure effective management of communication between the board of directors and its shareholders
- Handle correspondence, collate information, and write reports, ensuring decisions made are communicated to the relevant stakeholders
- Strategic Support:
- Provide support to the board or management team on the implementation of strategic plans
- Participate in strategic planning, and policy development as the secretary is often a member of the executive management team
- Legal Responsibilities:
- Liaise with external regulators and advisers, such as lawyers and auditors
- Handle statutory reporting, including filing company accounts and returns
- Human Resources:
- Oversee recruitment, selection, induction, and, sometimes, training of staff
- Manage personnel records and confidentiality agreements
Skills and Qualifications:
- Experience: Previous experience in a secretarial or administrative role within a corporate setting. Knowledge of the industry's standards and regulations
- Skills: Excellent organizational, communication, and time-management skills. Strong attention to detail and a high level of confidentiality. Proficiency in office software and corporate governance software
- Personality Traits: Professionalism, integrity, and the ability to maintain confidentiality are crucial. Must be proactive, reliable, and able to work independently as well as part of a team
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