Company Secretary

Fleet Management Limited

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.

Company 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 India. This position is also responsible for maintaining corporate records, collaborating with the senior management ensuring strict adherence to regulatory requirements.

This role also responsible managing all KYC account opening and annual KYC requirements with appropriate governance and controls to achieve accurate and timely account opening and maintenance. KYC will involve verification of data, performing due diligence checks on the counterparties, reviewing KYC documentation, liaising with the Business/Compliance and advising on KYC requirements etc.

The role will be involved in reviewing various regulatory documents related to counterparties/Group Companies to ensure that all the regulatory requirements are met and the Group Companies are in compliance.

Key Roles and Responsibilities

Describe primary roles and responsibilities of the job.

• Work independently to engage a full set of company secretarial duties for India 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 Companies Act, 2013, SEBI regulations and rules and other applicable laws

• Attend to the formalities of board meetings including the preparation of board packs and the minutes of meetings

• Act as the Company Secretary for entities in India, ensure compliance of all statutory matters pertaining to India companies

• Produce quarterly compliance reporting for all India 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

• Perform and attend to the due diligence request from banks, brokers or other 3rd parties etc.

• Assess the Bank or other 3rd parties KYC request, manage the disclosure of regulatory documents related to all worldwide Group Companies to ensure that all the regulatory requirements are met and the Group Companies are in compliance

• Send initial KYC requirements list to Bank or other 3rd parties, review the comments/request received ensuring it is appropriate request with the regulatory requirement

• Coordinating and liaising with other departments of the company as required

• Escalate any concerns identified during the KYC review process to Seniors / Corporate Compliance team

• Attend to KYC queries, liaise with different teams for any additional documentation or clarification required

• Assist in any other ad hoc counterparties KYC / Due Diligence related tasks and processes as requested

• Other job related duties as assigned

Relationship (mostly Internal and or External) and Nature of Communication

List the internal and external points of interactions that are required of this job.

Internal

• Group Corporate Compliance

• Legal

• Finance

External

• Bankers / Brokers / vendors KYC team

• Lawyers, notary public etc.

Job Experience, Functional Knowledge and Qualifications

Indicate the minimum and preferred education and experience for this job and any licenses and certifications required.

Education / experience / technical skills required:

• University graduate

• Qualified Company Secretary (ACS/FCS) registered with the Institute of Company Secretaries of India (ICSI)

• Minimum of 8 years of experience as company secretary or a similar role in corporate governance with KYC work experience (AML/KYC/compliance related) including 2 years in-house role experience which will be advantage

• Understanding of end-to-end KYC process

• Familiarity with AML/KYC regulations and industry guidelines

• Ability to interpreting alerts, identifying trends and inconsistencies

• Proficiency in Microsoft Word and Excel

• Knowledge of legal documents, AML and KYC requirements in APAC

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

Indicate the observable behaviours that demonstrate the knowledge, skills and abilities that the employee should have at a particular level.

1) Analysis and problem solving

2) Listening and communicating

3) Collaboration, inclusion and teamwork

4) Customer focus

5) Planning and organizing

6) Initiative

7) 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.