Senior Company Secretarial Administrator

My Whiteley client is looking for a Senior Company Secretarial Administrator.

Working alongside a team based in London to deliver a comprehensive first-class administrative service to a varied portfolio of Real Estate & Corporate clients in line with the defined business activities. To maintain and enhance client relationships on own portfolio. Supervise and develop junior team members.

Client Details

My client is a rapidly expanding specialist Financial Services firm, based in Whiteley, but with other offices across Europe and the US.

Description

Key Result Areas

* Provide excellent levels of client service in line with company standards, procedures and guidelines

* Maintain and update client documentation accurately

* Take responsibility for own personal development, in line with agreed annual performance objectives

* To act at all times in accordance with company values

Key Responsibilities

Your role may include, but will not be limited to, the following tasks which we call 'Defined Business Activities'. The list of defined business activities is not exhaustive and may be amended from time to time:

Timesheet

* Daily input of time on timesheet

Supervision

* Supervise more junior members of staff

* Delegate tasks in own portfolio to more junior members of staff

* Coach more junior members of staff in respect of client day to day activities and company procedures

* Monitor the workflow of more junior staff

* Coach more junior staff in relation to time management and prioritising skills

Governance

* Working knowledge of Companies House, the Companies Act 2006 and related Company Secretarial procedures

* Maintenance of annual governance calendar to track all client deadlines

* Maintenance of up to date statutory books and registers within system s and client files

* Enter and maintain client information on Diligent and NAVOne System s

* Oversee the board meeting preparation process, attending and supporting the team at board meetings

* Take notes or draft the minutes of routine and complex transactional board meetings

* Ensure prompt completion of post meeting actions and signing

* Ensure team maintain minute and ratification schedules

* Sign off of Companies House filings

* Ensure team complete of internal checklists required for ISAE 3402 and regulatory purposes

Organisation

* Smooth running of portfolio, working remotely in Southampton alongside London based team

* Monitor, organise and prioritise own workload for discussion at team meetings

* Deal with matters in a timely manner and communicating if deadlines cannot be met

* Support the team to monitor, organise and prioritise workloads

* Ensure all client deliverables are met in line with expected deadlines

Correspondence

* Day to day correspondence for own clients, sending complex item s for review by senior staff

* Delegate more basic correspondence to junior staff for your review, escalating complex item s to senior members of staff, if required

* Delegation of couriers, cover letters and basic letters to more junior staff

Administration

* Independently lead the administration of a varied portfolio of clients, acting as client contact day to day

* Assist senior staff with ad hoc matters

* Ensure accurate preparation of regulatory documentation

* Liaising with intermediaries such as auditors, lawyers, HMRC and Companies House

* Assist with the review of financial statements for own portfolio

* Onboarding of clients and CDD requests for trigger events

* Periodic review of clients and clearing related action points

* Act as a company 'C' authorised signatory

Payments

* Monitor payment runs within team , ensuring completion in line with timings agreed with clients

* Final review of payment schedules

* Review of payment instructions with supporting documents for issue to central team for processing

* Understand the different requirements and process for payments for high risk clients

* Ensure team keep the client updated throughout the payment run

* Act as an escalation point if the client has queries * Act as a company'C' authorised signatory for payments

Billing

* Analyse WIP for own clients

* Prepare job fee set up form s

* Send out invoices to clients - delegating as appropriate

* Ensure prompt settlement of invoices

* Monitor aged debt to report to Senior Manager and chasing clients for outstanding debt

Profile

The right candidate will have a strong background in Company Secretarial Administration and/or Governance

Job Offer

An excellent salary and benefits package, including bonus and study support, is available to the successful candidate. The company also prides itself on the development and progression of their staff.