Position: Company Secretary / Company Registration Officer
Duties:
1. Company registration matters
· Responsible for handling new registration applications for local and offshore companies, including name search, preparation and submission of the necessary documents to the company registry (such as NNC1/NNC1G, Articles of Association)
· Process company change of registration matters (such as director/shareholder/company secretary replacement, registered address change, capital increase, transfer of shares), ensure that the format and content of the documents comply with the Company Ordinance and the Registrar's requirements.
· Arrange company liquidation, reinstatement of registration and dormant company status registration.
2. Connect with the company registration office
· Act as the first point of contact for the company registration office, follow up on form submission progress, supplementary document notifications and company search inquiries.
· Monitor the Registry Office for updates and form revisions, and adjust the company registration template and workflow accordingly.
· Process registration office search application, certificate collection, and public document authentication (such as certified copies).
3. Legal compliance and archiving
· Submit your annual return (NAR1) on time, update your company's significant control person register (SCR), directors and shareholders' register.
· Keep the company seal, statutory record book and registration certificate, and arrange for document scanning and archiving as well as electronic query system.
· Prepare and sign written resolutions of the board of directors/shareholders' meeting, and keep meeting minutes for reference.
4. Company internal support
· Assist in responding to customer/internal department inquiries about company registration status, file validity, and government fees.
· Coordinate with auditors and lawyers to handle the transfer of registration documents in company restructuring and due diligence.
· Assist in opening bank accounts, changing business registration certificates (BR) and applying for company seals as needed.
Requirements:
· Hold a relevant company secretary's degree (such as HKICS/CGI partial qualification) or at least 2 years of full-time company registration experience.
· Familiar with the Companies Act (Chapter 622) and the Registry's electronic service system (eCR).
· Proficient in handling common tables: NNC1, NAR1, ND2A, NM1, NAA, etc.
· Detail sensitive, able to independently verify complex equity structures and multi-language versions of articles of association.
· Have patience and communication skills when dealing with public sector organizations.
---
Job Scope Quick Look Table (interview/evaluation purposes)
Category Specific work examples
New registration within 24 hours → Complete name check → Prepare NNC1 and articles of association → Submit eCR → Collect CI and BR
Change of registration, resignation of directors (ND2A), change of registered address (NR1), transfer of shares (NSC1) etc.
Expiration declaration Establishment anniversary declaration reminder calendar → Verify member and debt data → Sign and pay
Exception handling Process registration office returned documents (such as format errors, missing director's statement), application for exemption from late payment fines
