Company Secretarial Administrator

March Personnel
14 Apr 2018
20 Apr 2018
Contract Type
Full Time
Job Title: Company Secretarial Administrator

Reporting to: Head of Department – Corporate, Commercial

Salary: £30,000

Location: Cobham


Mundays is a well-established reputable Legal 500 firm operating in modern offices in Cobham. We are a leading firm highly recognised for the quality of our work and we aim to provide our clients with a very high quality legal service that is efficient, cost-effective and relevant for both commercial and private clients.

We are looking to recruit a talented Company Secretarial Administrator to assist our highly regarded Corporate, Commercial Department.

Overview of Key Responsibilities

Working directly with clients and assisting colleagues across the firm on:
1. Company Formations;
2. Companies House filings including annual confirmation statement;
3. Statutory registers including PSC Register;
4. Administering registered office facility;
5. Routine and ad hoc matters for company secretarial clients;
6. Assisting with ancillary documents for corporate transactions and preparing transaction bibles;
7. Undertaking UK and oversees on-line company searches;
8. Assisting with company law research;
9. Assisting with marketing and business development to corporate clients.

Work and tasks undertaken in more detail

1. Company online searches – UK and overseas;
2. Forwarding on post for registered office companies;
3. Routine filings for company secretarial clients e.g. annual confirmation statement;
4. Ad hoc matters for company secretarial clients as and when required, e.g. changing directors.
5. Assisting Fee Earners with any Companies House forms and filings, mainly in Corporate department. For example, preparation of forms for share buybacks, redesignation or subdivision of shares; registration of charges.
6. Filing Companies House forms electronically or on paper as required.
7. Preparation and updating of statutory registers including PSC register, either using clients’ own hard copy registers or electronically using Jordans PCsec software;
8. Company formations – mostly electronic using Jordans MyFormations software (web based) for example:
a. Standard private limited companies, usually for Corporate Department transactions or SPVs for Property transactions;
b. Property management companies - usually for Commercial Property Department developer clients.
9. Share allotments for property management companies or if a guarantee company, prepare registers of members.
10. Preparation of ancillary documents for transactions including:
a. Pre-completion: Reconstitution of statutory registers when acting for the seller in a transaction;
b. Completion documents: completion board minutes; shareholder resolutions and meeting notices stock transfer forms; share certificates; deeds of indemnity for lost share certificates; waivers of pre-emption rights; powers of attorney re shares; letters of resignation of directors/secretary; standard settlement agreements;
c. Post completion: Updating statutory registers; sending stock transfer forms for stamping; filing Companies House forms, both hard copy and electronic; Completion bibles – hard copy and CD;
11. Assistance with audit enquiries if requested by client partner;
12. Attending meetings and training activities as required, including delivering training sessions on relevant company secretarial and administration matters;
13. Preparation of marketing materials such as flyer on PSC Register and general assistance with business development and marketing.
14. Opportunity to develop the Company Secretarial offering.

Knowledge and Skills
• Must have demonstrable relevant experience as a Company Secretary.
• Understanding and experience of dealing with the expectations of clients.
• Ability to prioritise work and meet client deadlines
• Good IT and typing skills.
• Ability to build relationships with existing and potential new clients.
• Enthusiasm for business development and marketing.
• Driving license is required.

• Willingness to get involved and act as a team player on client matters and provide general support.
• Positive attitude to work, confident professional manner and willingness to learn.
• An organised and accurate approach to work.
• A personable and presentable manner.
• Excellent communication and interpersonal skills.

• Experience of working with Microsoft Office package including Word, Outlook, and Excel.
• Experience of using Axxia, Laserforms or similar systems preferred.
Experience using online resources such as Thomson Reuters PLC and Lexis

Education & Qualifications
• Candidates should have relevant qualifications relating to the role.
• Membership of ICSA is desirable but not essential

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