Including acting as Company Secretary and preparation & filing of Annual Return and more
Including acting as Designated Representative, preparation of Significant Controllers Register and Registered Location of Significant Controllers Register
45-minute professional accounting and tax consultation
45-minute deep drive consultation on operation and cloud accounting
A company secretary, also known as "com sect," is the officer responsible for communicating with the government (e.g., Company Registry [CR], Inland Revenue Department [IRD], etc.), legal bodies, directors, shareholders, and other company stakeholders.
The company secretary acts as the company's designated representative and is responsible to prepare company statutory documents including the significant controllers registered accordingly to the company ordinance (CO).
The Board of Directors appoints the company secretary to make sure the organisation is in compliance with the statutory rules and regulations.
The primary duty of a company secretary is to ensure the company follows the company ordinance to operate. Here are a company secretary's main responsibilities:
- Receive and respond to all government correspondence if needed
- Communicate with the company’s shareholders and stakeholders regarding company affairs
- Update and file the particulars of the company, director, and shareholder if anything changes
- Assist in preparing and filing the annual return
- Manage shareholders’ and directors’ registrations and resignations
- Prepare and submit annual renewal
- Prepare agendas and minutes for the board meetings
- Assist in issuing and transferring shares
- Prepare and maintain the statutory book and significant controllers register
- Register the location of the significant controllers register, etc.
Company secretaries must be appointed with effect from the date of the Hong Kong company's incorporation. The company secretary's details will be registered during the company incorporation process.
Either an individual or a corporation can be appointed as a company secretary, according to the Company Ordinance in Hong Kong.
If a company decides to appoint a natural person as the Company Secretary, the individual must be a Hong Kong resident.
If a corporate body is appointed instead, it must have a registered office or a place of business in Hong Kong, and must also be a licensed Hong Kong Trust and Corporate Service Provider (TCSP) in Hong Kong.
An amendment to Hong Kong’s anti-money-laundering law has established a licensing regime for trust or company service providers (TCSPs).
The Anti-Money-Laundering and Counter-Terrorist Financing (Financial Institutions) (Amendment) Ordinance (Cap. 615) (AMLO), which came into effect on March 1, 2018, also strengthens designated non-financial businesses and professionals' (DNFBP's) due diligence commitments.
Under AMLO, trusts or company service providers (TCSPs) operating in Hong Kong require a license from the Registrar of Companies after satisfying a “fit and proper” test.
It is necessary to choose a valid TCSP licensee as your company secretary to prevent violation of company ordinances and AMLO. Also, doing so ensures the TCSP can provide professional and regulated company services.
NOVA Business Service Limited has been registered as a TCSP since 2018. Our License no. is TC000745.
According to the Company Ordinance, if a limited Hong Kong company has only one director in the register, that director is not eligible to also act as the company secretary at the same time.
A capable company secretary is vital to a company’s success. NOVA's expertise and professional team will allow you to focus on the parts of your business you love most by delegating the administrative and backroom activities to us. Our chief responsibility is to ensure your company is fully compliant with the local laws and regulations.
We are familiar with Hong Kong companies’ laws and regulations and have extensive experience helping local and international companies comply with their Hong Kong statutory obligations. NOVA provides a full range of specialised company secretarial services such as filing an annual return, providing a registered address, and more.
If a company secretary is not entirely familiar with Hong Kong's relevant rules and corporate laws, the company runs the risk of non-compliance and the possibility of incurring government penalties and losing their business opportunity.
Yes! We'd love to help. Feel free to schedule a meeting with our professional relationship manager, who will take over all the complex procedures and paperwork for your company and work on your behalf. The transition to NOVA takes only one working day.
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