Corporate Administrator

Job Description

Company Introduction

Job Responsibilities and Duties

• Assist with the establishment of companies both in Malta and internationally, including the preparation and submission of necessary documentation;
• Maintain accurate corporate records, such as registers for shareholders, directors, and beneficial owners;
• Prepare and file statutory returns, annual reports, and other regulatory documents with the Malta Business Registry (MBR);
• Ensure compliance with local regulations, especially in relation to Anti-Money Laundering (AML) and Know Your Customer (KYC) requirements;
• Conduct due diligence and compliance checks for both new and existing clients;
• Monitor changes in regulatory requirements, ensuring that client entities comply with Maltese laws and regulations;
• Organise and participate in board meetings, preparing agendas and drafting meeting minutes;
• Ensure documentation of company decisions and their implementation in accordance with legal requirements;
• Act as the primary contact for assigned clients, providing timely and accurate information regarding their corporate structures;
• Foster strong relationships with clients, addressing their needs and keeping them updated on legal and regulatory changes;
• Assist clients with restructuring, mergers, or liquidations of their companies;
• Coordinate with government entities such as the Malta Financial Services Authority (MFSA), MBR, and tax authorities for corporate filings and compliance matters;
• Address queries and correspondence from regulatory authorities on behalf of clients;
• Collaborate with internal and external accounting and tax teams to ensure corporate entities maintain good standing and fulfill their fiscal obligations;
• Assist in the preparation of VAT, tax returns, and other financial reporting requirements;
• Manage ad hoc administrative tasks, including document management, office correspondence, and organization of corporate files;
• Support the Corporate Services Manager and senior management team in ongoing projects.

Experience

• Possess a degree in Business Administration, Law, or a related discipline is preferred;
• Professional qualifications in corporate services or compliance (e.g., STEP, ICSA) will be considered as an advantage;
• Possess a minimum of 2-3 years of experience in a similar role within a Corporate Services Provider (CSP), legal, or financial services firm;
• In-depth knowledge of Maltese corporate law, Malta Business Registry (MBR) procedures, and regulatory frameworks;
• Familiarity with Anti-Money Laundering (AML) and Know Your Customer (KYC) regulations and compliance practices;
• Proficiency in Microsoft Office Suite and corporate administration software.

Personal Skills

• A proactive and self-motivated individual who can work independently as well as part of a team;
• High level of integrity and discretion when handling confidential information;
• Ability to work in a fast-paced environment and manage multiple deadlines;
• Exceptional organizational and multitasking skills, with a keen attention to detail;
• Strong communication and interpersonal abilities, with a talent for managing client relationships effectively.