Corporate Secretarial Assistant Document Controller

2 weeks ago

Singapore ib vogt GmbH Full time

**Company Description** ib vogt **is firmly committed to supporting the decarbonisation of the global electricity sector. The company focuses on the global development of turnkey PV plants and battery storage projects as well as the expansion of its IPP portfolio. In these areas, the company performs all integral services of the value chain from development, financing, and EPC, to O&M and asset management.

Headquartered in Berlin, Germany, ib vogt has established various offices across Europe, Asia Pacific, the Americas, and Africa as part of its presence in over 40 countries. The company works together with numerous partners globally, augmenting its in-house team of over 900 staff. ib vogt has built or has in construction more than 4 GW of PV power plants globally with a project pipeline of more than 60 GWp.
**Job Description** Job Summary**

**Document Management and Coordination**:

- Arrange for wet-ink and e-signatures for various corporate documents involving Directors/Shareholders/external Stakeholders.
- Facilitate apostille and notarization services with the notary public in Singapore and relevant bodies /consulars/ embassies.
- Ensure all documents are stored securely with proper naming conventions in SharePoint or other document management systems in a timely manner.

**Compliance and Regulatory Support**:

- Maintain Statutory Registers and ensure compliance with the Companies Act of Singapore and other relevant regulations under the supervision of the Regional Corporate Secretary.
- Maintain corporate records such as original Share Certificates, Power of Attorneys, Agreements, Statutory Returns, Resolutions and other corporate documents for all legal entities, in compliance with the statutory and regulatory requirements of Singapore.
- Timely update of the APAC Monitoring List or similar regulatory compliance lists and corporate secretarial trackers.
- Create and maintain organizational charts and corporate structure diagrams of the various APAC entities.
- Providing administrative and operational support to the Regional Corporate Secretary and Regional Legal Counsel in Singapore.

**Documentation Related Work**
- Formatting word documents; preparing execution versions of agreements; converting pdf to word; creating compare documents; merging/consolidating documents; combine multiple files into a single document or create zipped/compressed sets for streamlined distribution.

**Qualifications** Requirements**:

- Diploma in Business Studies, Law, ICSA qualifications, or any related field.
- Demonstrates a proactive "can-do" attitude.
- Ability to thrive in a fast-paced environment and consistently meet deadlines.
- Proficient in both spoken and written English.
- Meticulous with strong organizational skills.

**Additional Information** We offer you**
- A competitive and attractive remuneration package
- Group Medical Insurance Coverage
- Dynamic and diverse work environment with international colleagues
- An open-minded and highly motivated team

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