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Company Secretary

3 weeks ago

Central Singapore Lendlease Full time

Lendlease is one of the world’s leading property and infrastructure groups. Our vision is to create the best places not just for our clients and communities, but especially for our employees.

Delivering iconic and award-winning projects, we are setting standards in innovative and industry-leading project management, construction and design services locally and globally.

Lendlease Singapore is currently searching for an experienced Company Secretary to be based at our state-of-the-art offices in Paya Lebar Quarter, Singapore.

Your responsibilities will include, but are not limited to
- Support the Board of Directors and Senior Management on corporate governance matters and regulations to ensure that the Manager and LREIT comply with relevant statutory and regulatory requirements including those under the Companies Act, ACRA, MAS and SGX-ST listing rules
- Monitor changes in unitholding in LREIT - director, CEO, REIT Manager or substantial unitholder and whether SGX announcement is required.
- Attend to change of Directors/ key personnel, change in director’s other business interests / directorships
ー Changes to directors or CEO will require MAS approval and SGX announcement
ー File notification to MAS for changes to officers or their interests
- Communicate with the Directors on their availability and any matters for follow up (e.g. declaration of interests, unitholdings)
- Assist in the preparation of SGX announcements and SGX Regco filings
- SGX RegCo filings required for issuance of half yearly announcements and annual report
- Organise, coordinate and arrange Board and Board Committee meetings - Assist in the preparation and circulation of meeting agendas and papers via Diligent, minutes taking, tracking of matters arising
- Logistics: booking of meeting room, arrange beverages, loan presenter laptop from IT and do set up on actual meeting day. Assisted by CEO EA on other logistics matters such as carpark arrangement, flight and accommodation of overseas directors and booking of Board lunch/dinner venues
- Assist in the organisation and coordination of shareholder meetings (Annual General Meeting or Extraordinary General Meeting), preparation and circulation of related meeting materials such as agenda and minutes. Release SGX announcements on AGM related documents such as Notice of AGM, Annual Report, Sustainability Report and Minutes.
- Assist in the preparation of directors’ and shareholders’ resolutions and managing the circulation, approval and execution of documents
- Annual Report: Work with Legal, Finance, People & Culture and Investor Relations & ESG on Annual Report sections such as Corporate Governance and Director Profiles
- Annual Board Evaluation: Assist in the internal facilitation or appointment of external facilitator every three years
- Liaise with auditor (KPMG - sharing of OneDrive link with KPMG to view and no download access), agencies (ACRA, REITAS, Singapore Institute of Directors) and service providers (Boardroom Registrar and DBS Trustee)
- Arrange for hardcopy letter of instruction to be signed to instruct DBS Trustee (for matters not covered by e-signature mandate)
- For change of bank signatories: Work with Treasury services and Finance team on due diligence requests from banks. Arrange for hardcopy certified extracts of resolutions to be signed, identity certification of new bank signatories, courier of documents to the banks.
- Update internal database of company records in relation to company information, unitholdings and directors
- Process invoices for corporate secretarial, compliance training and legal matters in Oracle
- Half yearly: Work with Finance on Issue of Fees in Units and Distribution Reinvestment Plan
- Maintain and file all statutory records, registers, minutes book, and structure chart
- Lodge statutory filings with ACRA (e.g. annual returns, change in shareholdings or change in officers)
- Administer CorpPass users and assignment of e-services for the Manager and LREIT’s subsidiaries
- LREIT Compliance tasks
- Update and monitor Continuing Professional Development hours for the representatives
- Work with Legal and management to recommend courses for the team
- Upkeep Policies - LREIT Policy Register on Sharepoint / LGCTM and LGCRIH Governance & Trading policy
3) Yearly: Fit & Proper (F&P) Declarations to licensed representatives, directors, shareholder of REIT Manager
- Tracks update to LL entities to input IPT Register and list of entities with more than 30% interest of LL shareholding
- Extract Gift & Entertainment Register from Workday every quarter to be tabled for circulation to the Board
- Half-yearly: January, July to seek Representation letter to LLI

Lendlease is a diverse, flexible and inclusive employer of choice. We engage, enable and empower our people. Inclusion sets us all up for success.