Junior Cosec Administrator

**Purpose**

The Junior Company Secretary is primarily responsible for providing statutory administrative support to clients and TMF Officers & Directors. As a Junior Company Secretary, you will be expected to guide both client and TMF directors on the day-to-day management of their organisations, including compliance with legal and statutory requirements.

**Key responsibilities**:
Under the supervision and guidance of the Senior Company Secretary, the Junior Company Secretary Administrator is primarily responsible for ensuring the effective and efficient delivery of TMF’s company and trust administration services including:

- **Client liaison and relationship management**
- Build and maintain strong relationships with all clients and their key members of staff;
- Communicate, both internally and externally, on all related company and trust matters and build and enhance relationships with both existing and new client base;
- Respond to related client enquiries within agreed time frames and quality and compliance standards;
- Be the first point of contact for clients and various third parties regarding company secretarial duties;
- Arrange for signature and timely return of documents received from clients;
- Liaise with clients to schedule meetings and resolve diary conflicts as required;
- Telephone management and co-ordination of conference calls; and
- Channeling of communication to appropriate destinations.
- **Service delivery**

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- **_General_**
- Ensure that new clients have been on-boarded effectively and in line with internal policies; and that all outstanding matters is resoled timeously;
- Define the company secretarial service delivery standards and provide the required support to all directors and officers in the execution there-of;
- Plan the annual service delivery for the allocated client portfolio;
- Execute and/or ensure that all deliverables are delivered timeously and according to agreed quality standards monthly;
- Define, implement and maintain record keeping processes relating to client information;
- Identify service delivery issues, requirements or areas of underperformance and take the necessary action to resolve; and
- Provide input on how to improve service levels.
- **_Company administration_**
- Incorporate in-house shelf companies and maintain a suitable stock;
- Co-ordinate, file take over & system set-up of externally registered shelf company(s);
- Identify and ensure compliance with the latest company legislation applicable to client entities and ensure adherence to best Corporate Governance practices;
- Co-ordinate all meetings including but not limited to the AGM’s, Board meetings, Audit Committee meetings, Social and Ethics Committee meetings, etc., as required;
- Prepare board packs, including attendance register, agenda, etc., as required;
- Prepare and circulate minutes of meetings where required;
- Co-ordinate and review externally drafted minutes, resolutions, transaction documents, board packs, etc. and ensure timely distribution;
- Attend to the drafting of board and shareholder resolutions as required;
- Submit, communicate and monitor all required CIPC documentation, including, but not limited to, annual returns and company changes;
- Upkeep and maintain company statutory records, both electronic and hardcopy (where required);
- Prepare and facilitate company secretarial audits;
- Prepare register of all client transaction documents and maintain appropriate and complete electronic file(s);
- Report on the status of tax and Annual Financial Statement filings;
- Create (if required) and maintain client company letterheads; and
- Draft client requests and/or formal letters on client letterhead as required.
- **_Trust administration_**
- Co-ordinate the registration process of Trust Deeds with Master of High Court;
- Co-ordination of trustee meetings, including trustee packs and minutes;
- Where required, compile trustee packs;
- Draft the necessary resolutions;
- Upkeep and maintain trust statutory records, both electronic and hardcopy;
- Prepare and facilitate external audits;
- Report on the status of tax and Annual Financial Statement filings;
- Co-ordinate and review externally drafted minutes, resolutions, transaction documents, trustee packs etc. and ensure timely distribution;
- Create (if required) and maintain trust letterheads; and
- Draft client requests and/or formal letters on trust letterhead as required.
- **Portfolio Administration**
- **_General administration_**
- Onboard new clients timeously;
- Collate client data to assist in the generation of system client files;
- Create, maintain and update client records, both physical and electronic, in an orderly and comprehensive manner. This will include the upkeep and maintenance of all systems, including, but not limited to, Excalibur, SecWare system, TaxWare and CaseWare Time; and
- Define and maintain standard company approved resolutions and review and update bi-annually.
- **_Compliance_**