Manager Company Secretarial Services

Job Description of Head of Desk

The Employee’s main duties (non-exhaustive) as Manager Company Secretarial Services of Fidinam Singapore Pte. Limited (“The Company”) are as follows:

1. Corporate Secretarial Services for Clients

• Manage a portfolio of client companies incorporated in Singapore and overseas.
• Serve as named Company Secretary for client entities where appointed.
• Ensure compliance with the Singapore Companies Act and ACRA requirements.
• Prepare and maintain statutory registers, minute books, and corporate records.
• Draft and lodge corporate filings with ACRA.
• Organize and support: incorporations, Annual General Meetings (where applicable), Directors' and shareholders' resolutions, share allotments and transfers, Changes in officers, Amendments to company constitutions, Business cessation and striking-off applications and other professional activities as requested by the Company.
• Advise clients on routine corporate governance and statutory compliance matters.
• Monitor statutory deadlines and ensure timely filing obligations are met.
• Liaise with clients, regulators, auditors, banks, tax agents, and other external stakeholders.

B. Internal Corporate Secretarial Responsibilities

• Act as Company Secretary for the firm.
• Maintain internal statutory records and registers.
• Coordinate board meetings and prepare meeting agendas, notices, minutes, and resolutions.
• Ensure the company's own corporate filings and compliance obligations are completed accurately and on time.
• Support management in implementing corporate governance policies and best practices.

C. Registered Qualified Individual (RQI) Responsibilities

• Act as the Registered Qualified Individual under applicable regulatory requirements.
• Ensure corporate secretarial services are delivered in accordance with Singapore legal and regulatory requirements.
• Maintain oversight of client acceptance, ongoing administration, and service standards.
• Review and approve company incorporations and significant corporate actions where required.
• Ensure proper maintenance of client records and statutory documentation.
• Support regulatory inspections, audits, and information requests.
• Provide technical guidance and training to corporate secretarial staff.
• Monitor regulatory developments and implement necessary procedural updates.

D. Local Directorship (for Fidinam Singapore ONLY)

• Act as the local Resident Director for the Company (Fidinam Singapore only)

E. KYC, AML/CFT and Client Onboarding Compliance

• Lead and manage all client onboarding processes.
• Conduct Know-Your-Customer (KYC), Customer Due Diligence (CDD), and Enhanced Due Diligence (EDD) reviews.
• Review and verify: identification documents; corporate ownership structures; Ultimate Beneficial Owners (UBOs); source of funds/source of wealth information; sanctions screening results; Politically Exposed Person (PEP) checks; adverse media screening outcomes; Assess and document customer risk ratings
• Make recommendations regarding acceptance or rejection of prospective clients.
• Maintain complete onboarding and compliance records.
• Perform periodic customer reviews and ongoing monitoring.
• Escalate suspicious or high-risk matters to management and the firm's Compliance Officer where appropriate.
• Support AML/CFT audits, compliance reviews, and regulatory inspections.
• Develop and update internal KYC and onboarding procedures.