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:
- 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.
