Corporate Secretary

Company Description
**About Toll: Global Forwarding**

At Toll, we do more than just logistics - we move the businesses that move the world. Our 16,000 team members can help solve any logistics, transport, or supply chain challenge - big or small. We have been supporting our customers for more than 130 years. Today, we support more than 20,000 customers worldwide with 500 sites in 25 countries, and a forwarding network spanning 150 countries.

Grow your career with Global Forwarding, as we expand our operations across Asia. With a passion for progress, we’re playing our part in a vital industry that keeps global communities doing, moving and growing. We’re driven to be the best logistics partner for our customers. Our positivity and teamwork is recognised when we go ‘above and beyond’ to share our knowledge, improve how we work and solve complex problems. While every day brings a different challenge, we adapt with the autonomy to make fast decisions. Experience a caring and collaborative culture, where there is respect for our diverse backgrounds, skills, ideas and flexibility for our wellbeing. Progress your career through training, on-the-job learning and mobility, all in a safe, stable and secure working environment.

**Job Description**:
**Roles & Responsibilities**:

- Advise directors' duties and responsibilities under the Companies Act, Cap 50 (such as Annual Return and Financial Accounts).
- Ensure all companies across the 27 markets in which Toll operates comply with its statutory obligations such as Annual General Meetings (AGM), Annual Return (AR) and Accounts.
- Prepare notice, agenda, minutes and attend Board of Directors and Members’ meetings.
- Oversee corporate matters of companies for all companies across the 27 markets in which Toll operates.
- Keep track and update all corporate information (including directorship listing and organization chart) for all companies across the 27 markets in which Toll operates.
- Coordinate and work closely with all relevant parties in respective countries such as Country Managers, Financial Controllers, Internal Auditors, Solicitors & others in regards to all companies across the 27 markets in which Toll operates.
- Ensure Toll Asia complies with the requirements under the relevant Companies Acts for entities in Australia, Bermuda, British Virgin Islands, China, Denmark, Finland, France, Germany, Hong Kong, India, Indonesia, Italy, Japan, Malaysia, New Zealand, The Netherlands, Norway, Singapore, South Africa, South Korea, Sri Lanka, Taiwan, Thailand, Turkey, United Arab Emirates, UK, USA, Vietnam and Zambia.
- Draft and prepare resolutions and all relevant documents/letters for all entities.
- Assist and support Divisional Lead Counsel (named Company Secretary) and Lead Counsel in regard to all corporate secretarial matters.
- Assist, liase and coordinate with all Top Management Personnel, Directors, Department Heads and staff of Toll in regard to all corporate secretarial matters.
- Proactively identify and clean up legacy corporate governance gaps across all Toll entities
- Recommend and support on the wind-down of dormant entities
- Review and process for approval all requests for bank and other financial guarantees across all Toll entities
- Advise the Toll business on their responsibilities to meet the reporting requirements and deadlines for ongoing projects (for example: financing, due diligence exercise and others).
- Ensure Toll compliance with the BMA matrix and other reporting requirements for Japan Post
- Manage changes in the Boards of Toll entities (e.g., recommending replacement Directors, arranging for background checks and liaising with the business to ensure that all resignation and appointment paperwork is satisfactorily in place)
- Ensure compliance in the use and management of company chops
- Ensure and maintain minimum cost & budgeting of corporate secretarial.
- Source quotations of corporate secretarial fees and propose to the Lead Counsel to ensure effective control over cost & budgeting system of corporate secretarial.
- File/lodge annual accounts, annual return, and changes in Singapore companies with Accounting and Corporate Regulatory Authority (ACRA).
- Update and maintain statutory books, including registers of members, directors and secretaries.
- Assist the business units/stakeholders to arrange for Notary Public for notarisation, authentication and legalisation of corporate documents at respective embassies in Singapore.
- Take the initiative to identify work processes and provide recommendation so to improve efficiency and productive.
- Carry out all general administrative duties such as translation, filing of documents, typing & etc.
- Develop database and maintain records of all corporate secretarial documents for all Toll entities.

**Qualifications**:

- Diploma in Law
- At least 5 years of corporate secretarial experience
- Excellent communication and interpersonal skills
- Meticulous and able to work under