Corporate Secretary

Fleet Management Services Philippines, Inc

Our 30-year journey rides on the passion of over 27,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 650+ diverse types of vessels.

Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET’s short and long-term sustainable growth – whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Job Position Summary

Corporate Secretary is responsible for providing support to the Group Corporate Compliance team effectively coordinating board, committee, and stockholders’ meetings, responsible for corporate governance, including documenting board meetings, executing official documents, and ensuring compliance with regulations in Philippines. This position is also responsible for maintaining corporate records, collaborating with the senior management ensuring strict adherence to regulatory requirements.

Key Roles and Responsibilities

• Work independently to engage a full set of company secretarial duties for Philippines companies, including preparing minutes and resolutions, handling corporate documentation, liaising with auditors, bankers, and other professional advisors and government authorities and coordinating with local professional firms / 3rd parties etc. on the documentations.
• Ensures timely and accurate submission of related filings with ensures periodic compliance with Securities and Exchange Commission (SEC), the Bureau of Internal Revenue (BIR), or the local government authorities etc.
• Attend to the formalities of board meetings including the preparation of board packs and the minutes of meetings
• Act as the Corporate Secretary for entities in the Philippines, ensure compliance of all statutory matters pertaining to Philippines companies
• Produce quarterly compliance reporting for all Philippines companies, and coordinating amongst internal and external parties as required
• Coordinating and liaising with other departments of the company as required
• Liaison with lawyers, notary public on notarization and legalization of documents
• Other job-related duties as assigned

Relationship

Internal:

• Group Corporate Compliance
• Legal
• Finance

External:

• Auditors, bankers, and other professional advisors and government authorities (for example Securities and Exchange Commission (SEC), the Bureau of Internal Revenue (BIR)) etc.
• Lawyers, notary public etc.

Job Experience, Functional Knowledge and Qualifications

Education / experience / technical skills required:

• University graduate with Corporate Governance, Business, Law or related degree
• Minimum of 8 years of experience in corporate secretarial legal or governance role with 2 years in-house role experience which will be advantage
• Proven ability to handle complex and high-level tasks independently
• Solid experience in the preparation of board minutes/resolutions and relevant corporate documents
• Proficiency in Microsoft Word and Excel
• Knowledge of legal documents, AML and KYC requirements

General skills / attributes / other:

• Mature, detail-oriented
• Self-starter and able to work independently to meet tight deadlines
• Excellent command of written and spoken English

Competencies

• Analysis and problem solving
• Listening and communicating
• Collaboration, inclusion and teamwork
• Customer focus
• Planning and organizing
• Initiative
• Accountability

Fleet Management Limited is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local laws.