Real Estate Secretary

The job description for a Maintenance Company Secretary typically involves a blend of administrative and strategic responsibilities, ensuring the smooth operation of the maintenance company's office and compliance with legal and corporate governance practices. Here's a detailed overview of what the role might entail:

Key Responsibilities:

1. Corporate Governance and Compliance:

   • Ensure that the company complies with standard financial and legal practices and maintains high standards of corporate governance.
   • Prepare, organize, and store company documents with due diligence, including contracts, leases, and other legal documents.

2. Meeting Coordination and Management:

   • Organize and prepare agendas and papers for board meetings, committees, and annual general meetings (AGMs).
   • Take minutes during meetings and ensure that all legal and regulatory requirements are met.
   • Follow up on actions from meetings.

3. Company Administration:

   • Manage office space and property as well as the maintenance of buildings and equipment.
   • Ensure policies are kept current, are approved, and that company members are aware of their implications, e.g., health and safety, security.
   • Oversee the company’s insurance policies.

4. Financial Management:

   • Assist with financial and risk management, working closely with the finance team.
   • Oversee the company’s financial transactions, budgeting, and reports.

5. Communication:

   • Ensure effective management of communication between the board of directors and its shareholders.
   • Handle correspondence, collate information, and write reports, ensuring decisions made are communicated to the relevant stakeholders.

6. Strategic Support:

   • Provide support to the board or management team on the implementation of strategic plans.
   • Participate in strategic planning, and policy development as the secretary is often a member of the executive management team.

7. Legal Responsibilities:

   • Liaise with external regulators and advisers, such as lawyers and auditors.
   • Handle statutory reporting, including filing company accounts and returns.

8. Human Resources:

   • Oversee recruitment, selection, induction, and, sometimes, training of staff.
   • Manage personnel records and confidentiality agreements.

Skills and Qualifications:

• Experience: Previous experience in a secretarial or administrative role within a corporate setting. Knowledge of the industry’s standards and regulations.
• Skills: Excellent organizational, communication, and time-management skills. Strong attention to detail and a high level of confidentiality. Proficiency in office software and corporate governance software.
• Personality Traits: Professionalism, integrity, and the ability to maintain confidentiality are crucial. Must be proactive, reliable, and able to work independently as well as part of a team.