We are seeking an enthusiastic, dynamic, and superbly organised individual to join our team as a Company Secretary on a consultancy basis. In this role, you will manage company secretarial duties across all client properties under our management. This position requires exceptional organisational skills, attention to detail, and a thorough understanding of compliance with Companies House and legal requirements. You will oversee the accurate and timely maintenance of statutory records, manage regulatory filings, and ensure adherence to all legal and procedural standards. The consultancy is expected to require approximately 24 hours per month, with hours subject to review on a monthly basis.
Job Title: Company Secretarial Specialist
Reporting To: Head of Block Operations and Director
Retainer: Approx 24 hours per month, with hours subject to review on a monthly basis.
Purpose of the Position
The Company Secretary is responsible for managing company secretarial duties across all client properties under management. This role requires exceptional organisational skills, attention to detail, and knowledge of compliance with Companies House and legal requirements. The Company Secretary will oversee the accurate and timely maintenance of statutory records, manage regulatory filings, and ensure compliance with all legal and procedural standards.
Key Responsibilities
- Statutory Compliance & Documentation
- Manage all company filings and registrations with Companies House, ensuring deadlines are consistently met.
- Obtain and maintain authentication codes for Companies House, keeping records secure and up to date.
- Set up and maintain statutory records in systems like Inform Direct and Blockman, ensuring they are accessible and fully compliant.
- Ensure changes in company structure, directorship, or shareholding are promptly recorded and communicated.
- Meetings & Governance
- Advise, support and where necessary, Schedule and organise board, shareholder, and general meetings, ensuring quorum and adherence to governance protocols.
- Prepare and distribute agendas, notices, and relevant documentation ahead of meetings.
- Accurately check, or where appropriate, record minutes of meetings and ensure they are filed in compliance with statutory requirements.
- Help Create a standard set of templates for minutes and notices to ensure Block Managers and team adhere to a ‘tlc way’.
- Filing & Reporting
- Prepare and file annual confirmation statements and any ad hoc submissions, ensuring all filings are accurate and timely.
- Monitor and track company accounts, ensuring all submissions to Companies House are completed within deadlines.
- Produce and file detailed reports related to ownership, shareholding, and membership changes.
- Help to file dormant accounts where appropriate for the Client.
- Ownership & Shareholding Management
- Manage changes in ownership, shareholding, or membership, including issuing and reissuing share certificates as required.
- Draft and execute indemnity letters for missing share certificates, ensuring compliance with legal frameworks.
- Liaise with property buyers, sellers, and legal representatives to ensure smooth transitions during ownership changes.
- Leasehold & Property Requirements
- Oversee filing and fee collection associated with ownership changes and ensure timely payment for all services provided.
- Maintain an accurate and organised system for property-related legal documentation.
- Compliance & Internal Audits
- Conduct regular reviews and internal audits of company records and statutory documentation.
- Liaise with external advisors as required (e.g., solicitors, auditors) to ensure compliance with evolving legal and regulatory standards.
- Help create a ‘tlc way’ or standard with supporting training videos so that processes are streamlined and followed by all easily.
- Proactively address areas of concern and recommend process improvements.
- Professional Liaison & Support
- Work closely with directors, shareholders, and external advisers to provide guidance on governance and compliance matters.
- Act as the main point of contact for legal queries relating to company secretarial duties.
Skills & Qualifications Required
Essential Qualifications
- ICSA (The Chartered Governance Institute) qualification or equivalent.
- Proven experience in a company secretarial or governance role, property management or related industries are a benefit but not mandatory.
Technical Skills
- Strong understanding of Companies House requirements and relevant legislation, including corporate governance standards.
- Proficiency with statutory filing systems like Inform Direct, or similar software.
- Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and digital document management systems.
Key Attributes
- Attention to Detail: Exceptional accuracy in maintaining statutory records and handling legal documentation.
- Organisation & Time Management: Ability to manage multiple deadlines, prioritise tasks, and maintain a structured approach to work.
- Communication Skills: Strong written and verbal communication skills, with the ability to interact professionally with directors, shareholders, and external stakeholders.
- Problem-Solving: Proactive in identifying issues, proposing solutions, and implementing improvements.
- Team Collaboration: Capable of working closely with other departments to ensure seamless information sharing and compliance.
- Discretion & Integrity: A trusted advisor who handles sensitive information with the utmost confidentiality.
Performance Metrics
- Compliance: 100% of statutory filings and governance obligations met on time and without errors.
- Governance: Positive feedback from directors and external advisers on governance support and meeting preparation.
- Process Improvement: Implementation of at least one process enhancement per quarter to streamline company secretarial workflows.
- Client Satisfaction: High satisfaction levels from Block Management Team, directors and stakeholders regarding communication and record accuracy.