Company Secretary

- Company Secretary & Compliance officer

Designation: Company Secretary & Compliance Manager

Department: Legal & Compliance

Experience: 6 to 10 years

Qualification: Company Secretary (CS), LLB, or relevant qualification in Corporate Law, Legal, or Compliance

Location: Bangalore

Employment Type: Full-Time

1. Role Summary

We are looking for an experienced professional to manage corporate secretarial functions, statutory compliance, corporate governance, and legal compliance across the organisation.

The role will be responsible for ensuring adherence to applicable laws and regulations, maintaining statutory records, coordinating with regulatory authorities, and supporting management on corporate governance and legal matters.

The ideal candidate should possess strong knowledge of the Companies Act, 2013, applicable corporate laws, regulatory requirements, and statutory compliance frameworks, along with excellent documentation, coordination, and stakeholder management skills.

2. Key Responsibilities

A. Corporate Secretarial Functions

• Manage end-to-end corporate secretarial activities in accordance with the Companies Act, 2013, and applicable rules and regulations.
• Organise and coordinate Board Meetings, Board Committee Meetings, and Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs).
• Prepare meeting agendas, notices, board notes, resolutions, minutes, and other statutory documentation.
• Maintain statutory registers, minutes books, corporate records, and other prescribed registers.
• Ensure timely filing of statutory forms, returns, and disclosures with the Ministry of Corporate Affairs (MCA) and the Registrar of Companies (ROC).
• Monitor changes in shareholding, directorships, authorised capital, and other corporate records.
• Coordinate with directors, senior management, auditors, and external consultants on secretarial matters.

B. Statutory and Regulatory Compliance

• Identify, monitor, and ensure compliance with applicable central and state laws, rules, and regulations relevant to the organisation.
• Maintain a comprehensive compliance calendar and ensure timely completion of statutory filings, renewals, returns, and submissions.
• Track changes in legislation and assess their impact on business operations.
• Establish and maintain compliance trackers, documentation systems, and reporting mechanisms.
• Conduct periodic compliance reviews and follow up on identified gaps and corrective actions.
• Coordinate with internal stakeholders to obtain required information and supporting documents for statutory submissions.
• Support internal audits, statutory audits, compliance audits, and regulatory inspections.

C. Legal and Contract Management

• Review, draft, and coordinate legal documents, agreements, undertakings, declarations, and corporate correspondence.
• Liaise with external legal counsel on contracts, legal notices, disputes, and other legal matters.
• Maintain a repository of contracts, licences, registrations, legal documents, and regulatory correspondence.
• Support management in identifying legal risks and ensuring appropriate documentation and approvals.
• Assist in reviewing contractual obligations and monitoring compliance with key terms and conditions.

D. Licence, Registration and Renewal Management

• Track and manage the validity, renewal, and compliance requirements of applicable licences, registrations, permits, and approvals.
• Coordinate with relevant government departments, regulatory authorities, and statutory bodies for applications, renewals, clarifications, and submissions.
• Maintain updated records of licences, approvals, renewals, and associated conditions.
• Ensure that applicable regulatory conditions and licence-related obligations are communicated to relevant departments and monitored for compliance.

E. Corporate Governance and Risk Management

• Advise management on corporate governance practices, statutory obligations, and compliance-related matters.
• Support the development, implementation, and periodic review of corporate policies and procedures.
• Identify potential compliance risks and recommend appropriate mitigation measures.
• Maintain a risk-based compliance framework with clear ownership, timelines, and escalation mechanisms.
• Promote ethical business practices, transparency, accountability, and adherence to internal policies.
• Support the implementation and monitoring of anti-bribery, anti-corruption, confidentiality, and other relevant compliance policies.

F. Audit and Compliance Reporting

• Coordinate with internal and external auditors for compliance-related reviews and assessments.
• Provide compliance status reports, pending action trackers, and risk updates to senior management.
• Ensure timely closure of audit observations and regulatory findings.
• Maintain documentary evidence of compliance, approvals, filings, and corrective actions.
• Prepare periodic management reports highlighting compliance status, upcoming deadlines, and significant regulatory developments.

G. Stakeholder and Regulatory Coordination

• Act as a coordination point for directors, management, auditors, consultants, legal advisors, and regulatory authorities on relevant matters.
• Follow up with internal departments to ensure timely submission of information and completion of compliance activities.
• Handle regulatory correspondence and maintain proper records of submissions and communications.
• Support the organisation during regulatory inspections, due diligence exercises, and compliance assessments.

3. Educational Qualification and Experience

• Qualified Company Secretary (CS) from the Institute of Company Secretaries of India (ICSI) is preferred.
• LLB or a relevant qualification in Corporate Law, Legal, Governance, or Compliance will also be considered, subject to the role's statutory requirements.
• 7+ years of relevant experience in corporate secretarial functions, legal compliance, corporate governance, or regulatory compliance.
• Experience in managing compliance for a corporate organisation, preferably in a manufacturing, engineering, technology, defence, or regulated business environment, would be an advantage.

4. Required Skills and Competencies

• Strong knowledge of the Companies Act, 2013, MCA/ROC filings, and corporate governance requirements.
• Good understanding of applicable labour, commercial, licensing, and regulatory compliance requirements.
• Strong drafting, documentation, analytical, and research skills.
• Ability to interpret statutory provisions and translate them into actionable compliance requirements.
• Excellent planning, coordination, follow-up, and deadline management skills.
• Strong written and verbal communication skills.
• High level of integrity, confidentiality, accuracy, and attention to detail.
• Proficiency in MS Office, compliance trackers, and digital documentation systems.
• Ability to independently manage multiple compliance activities and work with senior management.

5. Key Performance Indicators (KPIs)

• Timely completion of statutory filings, returns, renewals, and regulatory submissions.
• Accuracy and completeness of statutory registers, minutes, and corporate records.
• Compliance calendar adherence and timely escalation of upcoming deadlines.
• Timely closure of audit observations and compliance gaps.
• Reduction in instances of delayed filings, penalties, and non-compliance.
• Timely renewal and maintenance of applicable licences and registrations.
• Quality of compliance reporting and management updates.
• Effective implementation of corrective and preventive actions.

6. Reporting and Key Interfaces

Reporting to: Head - CEO / CFO / head Commercial.

Internal Interfaces: Finance, Operations, Procurement, HR, Administration, Business Heads, and Senior Management.

External Interfaces: MCA/ROC, statutory authorities, auditors, legal advisors, consultants, and other regulatory bodies, as applicable.