junior admin cum company secretary

1 day ago

Kuala Terengganu, Terengganu, Malaysia INFRA MEDIC SDN BHD Full time 22,800 - 50,000 per year

Position Title: Junior Admin cum Company Secretary

Location: Klinik Perubatan Wildan 24 Jam, MBKT-PT & MBKT-PT , Tingkat Bawah, Jalan Batu Rakit, Mengabang Telong, 21020 Kuala Terengganu, Terengganu.

1. POSITION OVERVIEW

The Admin cum Company Secretary is responsible for supporting administrative operations for HQ and branches, managing corporate secretarial matters, preparing documentation, coordinating meetings, and ensuring statutory compliance. This role requires strong organisational skills, confidentiality, and the ability to handle multiple responsibilities efficiently.

2. KEY RESPONSIBILITIES.

A. ADMINISTRATIVE MANAGEMENT

  • Attend and record meeting minutes for Management Meetings, Achievement Meeting, Shareholders Meetings and Other relevant meetings
  • Prepare and provide required documents for HQ and branches (clinic forms, official letters, notices, memos, and related documents).
  • Renew the SPDP licence for HQ and all Klinik Perubatan Wildan 24 Jam branches annually.
  • Check and monitor HQ and branch emails on a daily basis.
  • Manage the procurement of office supplies and stationery for HQ.
  • Manage accommodation arrangements for interns stationed at HQ.
  • Prepare monthly travel itineraries for the Director.
  • Prepare reports, proposals, and paperwork for internal and external programs involving the department or company.
  • Prepare and present presentation materials.
  • Coordinate meeting logistics including venue preparation, refreshments, and minute-taking.
  • Manage hotel bookings for staff attending courses or meetings.
  • Provide reminders to HQ and branches for important dates.
  • Perform any other tasks assigned by management from time to time.

B. COMPANY SECRETARIAL FUNCTIONS

  • Submit invoices to the Finance Department for services provided by the company secretary.
  • Coordinate company incorporation processes, including documentation and bank account verification.
  • Manage the process of changing the company secretary and ensure completeness of signatures and required documents.
  • Coordinate share capital increases through ordinary or preference shares, including ROA and Section 78 filings.
  • Handle share transfer matters and obtain required documents from the company secretary.
  • Coordinate the appointment or resignation of board members, including collecting information and signatures.
  • Manage the appointment of auditors and tax agents and confirm the financial year-end deadline.
  • Prepare and lodge the company constitution to SSM, including gathering supporting documents from shareholders and directors.
  • Coordinate amendments or corrections to the company constitution with the company secretary.
  • Coordinate the declaration and distribution of dividends, including solvency tests and issuing receipts to shareholders.
  • Manage company bank account openings with the company secretary, including document submissions and resolutions.
  • Coordinate company name change processes and obtain required signatures.
  • Notify the company secretary regarding changes or additions to business addresses.
  • Manage the submission of annual financial statements, including reviewing and ensuring all directors receive their copies.
  • Monitor Annual Return deadlines and ensure timely submission to SSM by the company secretary.
  • Update beneficial ownership information and ensure compliance with statutory requirements.
  • Handle changes to business activity codes with SSM.
  • Coordinate capital increase processes through mechanisms outside the company account, involving accountants and auditors.
  • Manage rectification of company registers and obtain director confirmation when necessary.
  • Apply for Extension of Time (EOT) for financial statement submissions when required and liaise with the Accounts Department.
  • Prepare and submit required SSM documents for related companies.
  • Update Prowess records every six months.
  • Attend relevant courses or training related to job scope and department requirements.

3. QUALIFICATIONS & REQUIREMENTS

  • Diploma/Degree in Business Administration, Corporate Governance, Management, or related field.
  • Experience in administrative, company secretarial work and CKAPS documentation is an added advantage.
  • Strong knowledge of corporate documentation and statutory compliance.
  • High attention to detail with strong confidentiality.
  • Good organisational and multitasking skills.
  • Proficient in Microsoft Office, Google Workspace, and online statutory submission portals.
  • Strong proficiency in official correspondence, Microsoft Office, and documentation management.
  • Excellent written and verbal communication skills. Able to act confidently as an MC for company events.
  • Willing to travel monthly to branches in Kelantan and Terengganu.

Job Type: Full-time

Pay: From RM1,900.00 per month

Benefits:

  • Maternity leave
  • Parental leave
  • Professional development

Work Location: In person

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