Corporate Administrator

Job Description

Company Introduction

Job Responsibilities and Duties

• Manage a portfolio of corporate clients, ensuring compliance with statutory obligations, including annual returns and beneficial ownership confirmations;
• Handle company administration matters, including incorporations, preparation of resolutions, share transfers and other corporate changes;
• Assist with the preparation and maintenance of corporate registers, share certificates and related documentation;
• Maintain accurate and up-to-date corporate records, ensuring all statutory filings are submitted within the required deadlines;
• Ensure compliance with the Maltese Companies Act and applicable Malta Business Registry requirements;
• Assist the Head of Corporate with local and cross-border mergers, re-domiciliations and company divisions;
• Liaise directly with clients regarding corporate administration matters, providing assistance and addressing queries;
• Prepare and submit documentation required in connection with inspections conducted by the Malta Business Registry;
• Update internal systems, including Salesforce and Monday.com, to reflect client information, corporate changes and regulatory submissions;
• Assist with the registration and ongoing administration of Scottish Partnerships, ensuring compliance with applicable requirements;
• Prepare and submit annual confirmation statements, tax status declarations and other required documentation relating to Scottish Partnerships;
• Liaise with UK-based agents regarding partnership administration and statutory requirements;
• Provide additional administrative and corporate support to Partners and Directors as required.

Experience

• A minimum of 1 year of experience in corporate administration within a Corporate Service Provider (CSP) in Malta;
• Previous exposure to company incorporations, corporate changes, statutory filings and ongoing company administration;
• Good understanding of the Maltese Companies Act, corporate administration procedures and Malta Business Registry requirements;
• Familiarity with AML/CFT regulations and client due diligence procedures;
• A qualification in Business Administration, Law, Financial Services or a related field would be considered an asset;
• Excellent written and spoken English.

Personal Skills

• Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines;
• Strong attention to detail, ensuring accuracy in corporate documentation and statutory submissions;
• Good communication and interpersonal skills, with a professional and client-focused approach;
• Ability to work independently while seeking guidance when necessary;
• Proactive, reliable and willing to take initiative in daily responsibilities;
• Eager to learn, develop professionally and expand knowledge of corporate administration;
• Ability to work collaboratively with colleagues, management and external stakeholders.