Corporate Administrator

Salary: up to HKD 30K

Work type: Full time, hybrid (lots of WFH arrangement)

Office location: Central, Hong Kong.

Job Title: Corporate Administrator

Location: Hong Kong (TCSP-Licensed Firm)

Reports To: Director / Owner

About the Role

Our client is a Hong Kong-based Trust and Company Service Provider (TCSP) licensed firm that provides company incorporation, corporate governance, compliance, administrative, and advisory services to local and international clients. The firm supports businesses throughout their lifecycle, from incorporation and regulatory compliance to ongoing corporate administration and business support services.

This is an excellent opportunity for a proactive and detail-oriented professional to join a growing business and work closely with senior management in a collaborative and flexible environment.

Role Overview

We are seeking a hands-on Corporate Administrator to manage the full lifecycle of company incorporations and provide company secretarial and administrative support. The successful candidate will work directly with the business owner and play a key role in ensuring regulatory compliance and delivering excellent client service.

Key Responsibilities

1. Company Incorporations

• Prepare and file company incorporation documents with the Hong Kong Companies Registry, including:
• Incorporation Form (NNC1 for private companies limited by shares)
• Articles of Association
• Notice to Business Registration Office (IRBR1)
• Draft incorporation-related resolutions and statutory forms.
• Coordinate and manage the end-to-end incorporation process for clients.

2. Companies Registry & Regulatory Filings

• Submit incorporation and statutory filings through the Companies Registry.
• Follow up on application status and obtain Certificates of Incorporation and Business Registration Certificates.
• File annual returns (NAR1) and various changes in company particulars, including:
• Change of directors
• Change of company secretary
• Change of registered office address
• Other statutory filings (e.g., ND2A, ND4 and related forms)

3. Company Secretarial & Compliance Support

• Maintain statutory registers and corporate records, including registers of:
• Members
• Directors
• Company secretaries
• Charges
• Prepare board minutes, shareholder resolutions, and other corporate documents.
• Maintain and update the Significant Controllers Register (SCR) in accordance with regulatory requirements.
• Monitor filing deadlines and ensure ongoing compliance with the Hong Kong Companies Ordinance (Cap. 622).

4. Administrative Support

• Serve as a primary point of contact for clients regarding incorporation and compliance matters.
• Prepare and issue invoices for incorporation and corporate services.
• Organise and maintain client records in both physical and electronic formats.
• Coordinate the ordering of company kits, company chops, and share certificates.
• Provide basic assistance to clients during corporate bank account opening processes where required.
• Support customer due diligence (CDD) and anti-money laundering (AML) processes in accordance with TCSP regulatory obligations.
• Assist with ad hoc administrative and operational tasks as required.

Requirements

Experience

• 1 to 3 years of relevant experience in company secretarial, corporate administration, or corporate services roles in Hong Kong.
• Experience within a TCSP, accounting firm, law firm, or professional services environment is preferred.

Technical Knowledge

• Solid understanding of the Hong Kong company incorporation process, including paper and e-filing procedures.
• Familiarity with Hong Kong statutory filing requirements and common Companies Registry forms.
• Knowledge of company secretarial practices and corporate compliance obligations.

Systems & Software

• Proficient in the Companies Registry e-Registry platform.
• Good working knowledge of Microsoft Office applications, particularly Word and Excel.
• Experience with company secretarial software is advantageous but not essential.

Language Skills

• Strong written and verbal communication skills in English.
• Conversational Cantonese and/or Mandarin preferred to support client communications.
• Mandarin proficiency is an advantage.

Personal Attributes

• Highly organised with strong attention to detail.
• Able to work independently and manage multiple priorities.
• Reliable, proactive, and accountable.
• Strong sense of ownership and commitment to delivering high-quality service.
• Professional, client-focused, and able to maintain confidentiality.

What We Offer

• Exposure to a wide range of corporate services and client engagements.
• Opportunity to work closely with senior management and business owners.
• Collaborative and flexible working environment.
• Professional development and career growth opportunities within the corporate services industry.