Junior Corporate Administrator

Job Description

Company Introduction

Job Responsibilities and Duties

• Prepare and submit forms related to company structure updates, including changes in shareholders, directors, and company secretaries;
• Assist in drafting and submitting documentation for registered office address changes, ensuring timely and accurate processing;
• Support the preparation and filing of documents for Beneficial Ownership (BO) updates;
• Coordinate with the Malta Business Registry (MBR) to ensure corporate structure modifications are accurately reflected;
• Assist in acquiring key corporate documents such as the Memorandum & Articles of Association, Certificate of Incorporation, and Good Standing Certificates;
• Liaise with legal professionals, notaries, and regulatory bodies to arrange document legalisation and apostille services;
• Maintain proper documentation storage and ensure easy accessibility for internal use and client reference;
• Update internal registers, including those for directors, shareholders, and beneficial owners;
• Ensure all statutory changes are documented accurately and comply with company policies;
• Communicate with the Malta Business Registry (MBR) for routine corporate matters;
• Serve as a point of contact for basic client inquiries regarding company structure updates and document handling;
• Assist the Senior Corporate Officer in managing daily corporate administration tasks;
• Organise and maintain corporate records for multiple clients;
• Track statutory deadlines and ensure all filings are submitted on time;
• Provide administrative support in processing invoices, payments, and document tracking;
• Participate in training sessions on corporate governance, compliance, and administrative procedures;
• Gain practical experience in MBR submissions and corporate documentation processes;
• Work closely with the Senior Corporate Officer to develop a strong understanding of Maltese corporate regulations.

Experience

• At least 1 year of local experience in corporate administration or a similar field;
• Proficient in using Microsoft Word, Excel, and Outlook, with strong computer literacy;
• Knowledge of document collection and verification processes for compliance with Know Your Customer (KYC) and Anti-Money Laundering (AML) regulations will be considered an asset;
• A qualification in business administration would be considered an asset.

Personal Skills

• Excellent communication skills, both written and verbal, in English;
• Strong self-management skills with the ability to prioritize tasks and handle multiple responsibilities effectively;
• Proficient in organizing workloads independently while maintaining motivation;
• Proactive and solution-oriented, with a commitment to providing exceptional client service;
• Ability to collaborate effectively with team members, stakeholders, and clients in a professional environment.