Corporate Secretarial Service Coordinator

Specialist, SPV Coordination
Hong Kong
Monday – Friday, 09:00 – 18:00
Hybrid 

Some of the things you’ll be doing:

• Support a world-wide known asset management firm, sitting and working in client’s office
• To support and to co-ordinate various stakeholders of the asset management firm, communication with various teams ranging from internal legal/finance/tax teams, external legal counsel, external professional parties, bankers, different secretarial services vendors/ registered agents of various jurisdictions
• To oversee and to keep track the full lifecycle of the business/real estate/private equity deals, from initiation to closing, to ensure compliance, accuracy, and efficiency.
• To support and to keep track on execution work flow on client’s daily contracts/agreements including but not limited to engagement letters, non-disclosure agreements, confidentiality agreements, deal letters, consultancy / vendor agreements/cosec docs/tax related documents/accounting stuff
• To ensure timely service deliverables from different secretarial/professional vendors to ensure corporate compliance with their corresponding jurisdictions
• To liaise with different bankers from various jurisdictions and to support their KYC refresh/banking facilities renewal

• To ensure data management in client’s database platform

   

   

What technical skills, experience, and qualifications do you need?

• 4-5 years of experience working in corporate secretarial field
• HKCGI graduate
• Full spectrum of secretarial knowledge with HK regulatory compliance, preferrable on funds knowledge
• Can work independently 
• Good interpersonal skills with strong co-ordination skills with different stakeholders
• Good command of written, and spoken English and Mandarin
• Well organized, detailed minded with transaction management skills
• Can work under high pressure with fast pace of working environment 
• Proactive and a good team player
• Willing to adapt and cope with changes 

• Coordinate and manage corporate secretarial services for a diverse range of clients.
• Ensure compliance with HK regulatory requirements and maintain up-to-date knowledge of legal and regulatory changes.
• Prepare and file all necessary documentation, including annual returns, company secretarial records, and other legal filings.
• Provide support and guidance to clients on corporate governance matters and best practices.
• Maintain accurate and organized records, ensuring data integrity and confidentiality.
• Liaise with external parties, such as government agencies, legal professionals, and other service providers.
• Assist in the preparation of board meeting materials and minutes, ensuring accuracy and timely distribution.
• Manage and prioritize multiple tasks and deadlines, working effectively in a fast-paced environment.
• Develop and maintain strong relationships with clients, building trust and providing exceptional service.
• Stay updated on industry trends and best practices, and contribute to continuous improvement initiatives.

• A minimum of 4-5 years of experience in the corporate secretarial field, preferably with a focus on HK regulatory compliance.
• Graduation from the HKCGI or a similar corporate governance program is highly preferred.
• In-depth knowledge of the full spectrum of secretarial services, with a strong understanding of funds knowledge.
• Excellent interpersonal skills and the ability to coordinate effectively with various stakeholders.
• Fluent in written and spoken English and Mandarin, with strong communication and presentation skills.
• Highly organized with a meticulous attention to detail, and experience in transaction management.
• Ability to work independently, manage time effectively, and thrive in a high-pressure environment.
• Proactive, self-motivated, and a strong team player, willing to adapt to changing work priorities.
• Strong problem-solving skills and the ability to make sound decisions under pressure.
• A positive attitude, a professional demeanor, and a commitment to delivering exceptional client service.