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Company Secretary Singapore | Corporate Secretarial Services

All companies in Singapore are required to appoint a company secretary within 6 months from the date of incorporation. This requirement is set in the Companies Act.

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As nominee Company secretary, we are responsible for you. We manage the duties of Company Secretary, while you manage your business.

Annual General Meetings (AGM)

  • Coordinating the operation of the company’s formal decision making and reporting machinery; formulating meeting agendas with the chairman and /or the chief executive; attending meetings, taking minutes; maintaining minute books; certifying copies of minutes; and ensuring that correct procedures are followed.

General Meetings

  • Originate and obtain internal and external agreement to all documentation for circulation to shareholders
  • Coordinating the administration and attending meetings, taking minute details
  • Ensuring that correct procedures are followed

General Compliance

  • Monitoring and ensuring compliance with relevant legal requirements, particularly under the Companies’ Act.

Statutory Returns

Updating ACRA on:

  • Any changes in the director(s) of a company or particulars relating to director(s)
  • Changes to a directors name or residential address
  • Removal from office in accordance with the Act or constitution
  • Disqualification from holding office
  • Annual return
  • Change of company name
  • Adoption, Alteration and Revocation of constitution
  • Issue of shares
  • Any other changes that requires updating with ACRA

Report and Accounts

  • Coordinating the publication and distribution of the company’s annual report and accounts
  • Interim statement in consultation with the company’s internal and external advisers
  • In particular preparing the directors’ report

Share Registration

  • Maintaining the company’s register of members;
  • Dealing with transfers
  • Other matters affecting shareholdings
  • Dealing with queries and requests from shareholders

Shareholder Communication

  • Communicating with the shareholders (i.e. through circulars)
  • Payment of dividends and interest;
  • Issuing documentation regarding rights issues and capitalisation issues;
  • General shareholder relations;
  • Relations with institutional shareholders and their investment protection committees

Shareholder Monitoring

  • Monitoring movements on the register of members. This helps to identify an apparent ‘stake-building’ in the company’s shares by potential takeover bidders. The company secretary will also make inquiries of members as to beneficial ownership of holdings.

Share and Capital Issues, Transfers and Restructuring

  • Implement changes in the structure of the company’s share and loan capital and devising.      
  • Implement and administer directors’ and employees’ share participation schemes.

Company Seal

  • Ensuring the safe custody and proper use of the company seal if provided for in the company constitution.

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ACRA Compliance Alert & Reminders

  • We will remind and alert clients on deadlines for filing and other compliance work.

The Singapore Companies Act mandates that every Singapore incorporated company is required to appoint at least one local company secretary. This person is responsible for the company to handle ongoing statutory compliance matters.

Corporate compliance in Singapore is a complex legal requirement (must have) for all Singapore registered companies. The Accounting and Corporate Regulatory Authority in Singapore governs the reporting/statutory obligations of companies and its officers.

Paul Hype Page company secretarial team helps your company fulfill the statutory obligations in an efficient manner.

Maintenance of the statutory books

Company secretarial services comprise the maintenance of the statutory books of the company.

The statutory books of a company are made up of the statutory registers. We can assist you with the maintenance of the statutory books of your company. We also provide assistance with your statutory compliance requirements with different service packages depending on your needs:

  • Minutes and resolutions;
  • Articles of association;
  • Company incorporations
  • Provision of nominee director and nominee company secretary
  • Branch and representative office registrations
  • Registered office/correspondence address
  • Annual compliance and maintenance of statutory registers
  • Directors’ services contracts;
  • Directors’ indemnities;
  • Contracts relating to purchase of own shares;
  • Documents relating to redemption or purchase of own shares out of capital by private company;

Yearly compliance matters and procedures

Businesses are constantly placed with ever-increasing day-to-day administrative burden. They face various regulatory as well as reporting requirements, and at times, that could be very challenging. They are definitely not exempt from making mistakes due to inability to meet certain restrictions and obligations.

Paul Hype Page & Co. acts as a corporate secretarial agent for your company. We will assist your company in its yearly compliance matters and procedures, as well as non-routine corporate matters like:

  • Attending as well as recording and minutes of the shareholders and board meetings and notification
  • Preparing shareholders resolutions and board resolutions
  • Updates and advise the company on its compliance with the rules of the Companies Act
  • Advises the requirement mandated by the respective Exchanges 
  • Filing of audited accounts and annual returns for every financial year end
  • Extensible Business Reporting Language (XBRL) online filing
  • Maintaining private, public-listed and public companies’ statutory records
  • Changing of share capital structure
  • Transferring & issuing of shares
  • Prepare relevant resolutions for change of member, directors, company secretaries and auditors
  • Prepare relevant resolutions for change of registered company addresses
  • Transferring & issuing of shares
  • Bank accounts opening, changing of bank signatories and coordination with local banks
  • Changing of company name
  • Modifying the Memorandum and Articles of  Association
  • Make searches for company’s accounting history
  • Other administration work (purchasing of relevant certificates of the company from time to time etc)
  • Developing draft agreements, regulated terms & policy for your organisation

Benefits of Hiring Us for Your Outsourced Corporate Secretarial Services

As entrepreneurs, you need to know that the central business decisions are correctly implemented. They must be in compliance with local entities, laws and procedures. For this, a coordinated approach is very crucial.

At Paul Hype Page & Co, our skilled and qualified staff will ensure your business complies with the local laws and entities. We will also ensure that your company very best on secretarial and governance services by offering our assistance on:

  1. No fuss approach. We provide your business various secretarial solutions. We give you the opportunity to exploit your company’s resources to their optimal potential.
  2. Worry Free by knowing your business will comply with all reporting and regulatory requirements
  3. Hands-on experience of an international legal practice; understanding of regulatory and legal frameworks from inside out
  4. Flexibility in fee structure and rates that fits your requirements
  5. Full access to vital documents and details, 24/7
  6. A single dedicated project manager
  7. Instant access to company information via dedicated portal system

What are the common questions on Company Secretary Service?

All companies registered in Singapore must assume a complex legal requirement of corporate compliance. In Singapore, the Accounting and Corporate Regulatory Authority oversees the reporting of statutory obligations being upheld by companies and their officers. If this happens, companies and their officers will be held responsible until they can fulfil their obligations. However, there are still many questions which may come up. We have a compiled a list of Frequently Asked Question for you. We have also provided comprehensive answers and solutions to these questions/problems.

What is the meaning of the term ‘company secretary’?

A company secretary is usually appointed by a director or directors of a company. His primary duty is to take on some of the directors’ responsibilities, and to reduce their workload. They can prove to be useful in ways such as maintaining and filing statutory registers and company records. Assisting the directors when needed is also the job of the Singapore company secretary.

Who can be a company secretary?

There are no formal qualifications are required for secretaries of private companies. This means that any individual or company can be a company secretary. The only thing to keep in mind regarding this area is that no undischarged bankrupt can become the secretary. A company secretary can also not be the company auditor.

What different kinds of services does a company secretary provide?

Company secretary services involve assisting the company with ongoing statutory company matters. The various kinds of company secretary services offered throughout the world, and especially in Singapore include:

  • Completing/filing and submission of the annual return within a given deadline. This is usually at least once within every 12 months
  • Maintaining the register of directors and shareholders
  • Filing directors’ reports,
  • Filing financial statements
  • Filing auditor reports
  • Safekeeping all legal documents
  • Reporting any significant company changes to companies house
  • Arranging any meetings of the directors and shareholders, including first board meeting and annual general meeting. This includes ensuring effective management and minute keeping of such meetings
  • Maintaining the register of members and debenture holders
  • Issuing share certificates
  • Recording transfers of shares
  • Filing of changes with corporate regulatory body
  • Attending to daily secretarial matters of the company such as affixation of common seal and providing company biz profile records.
  • Reminding the directors/owners of the various statutory compliance dates

Some other special engagements that highly skilled company secretaries might provide are:

  • Conversion of entities. For example, you can have your private limited company be converted into a limited liability partnership
  • Share buy-back and share capital reduction
  • Conversion of shares into stocks
  • Issuance and redemption of preference shares
  • Amendments to Memorandum and Articles of Association

The directors are still legally responsible for the lawful administration of the company. They are also responsible for preparing and filing reports of return lies with them. Company secretary are hired only if the directors wish to give some of these responsibilities to them for a fee.

Does a Singapore Company have to employ a Company Secretary?

Each company in Singapore must appoint a company secretary, who is a local resident of Singapore.

What are the penalties if you don’t comply with corporate obligations?

If you don’t comply with corporate obligations, you might have to face financial penalties. In extreme cases, your company could get struck off. You (as a director) or your directors could also face prosecution. Any breach of the Singapore Companies Act, Chapter 50 can result in the penalties mentioned above. Therefore, it is in your best interest to make sure that these matters are being looked after in a timely manner.

 
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At Paul Hype Page & Co, our skilled and qualified staff will ensure your business complies with local laws and entities. We ensure that your company receives the very best on secretarial and governance services.

If you are starting a business in Singapore, Paul Hype Page & Co. will act as the named Company Secretary. One of our qualified secretaries will act as the named secretary for your company.

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4 comments
Nolan Bradbury says:

Hi there
I have a local company setup here in Singapore as an expat and am currently unwhelmed by my secretarial service (and registered address) provider.
Can you please email over your rates and list of inclusions for this service? Also and other information relating to standard additional costs (e.g. allotment of shares etc). I’m looking for someone who’s interest is looking after their client by being proactive with information pertaining to ACRA compliance where necessary and quick to turnaround on email communication(same day).
Thanks in advance.
Nolan

Paul Hype Page says:

Dear Nolan,

We will be happy to offer our assistance. Our price list is very transparent on our website and we provide the full set of Corporate Secretary services that allows you to meet all your business compliance needs at one stop.

Will email you with more details
Paul

Clara says:

Hi!
I am Clara . We’re an e-procurement portal which helps to connect buyers to vendors. Right now, we have a buyer who is looking for professional corporate secretary services to handle AGM, ad hoc director movement, change in paid up capital, change in shareholdings, change in share amounts / ratios.

Thank you.

Best Regards,
Clara
ThunderQuote

Paul Hype Page says:

Dear Clara,

We provide a full Scope of Secretarial services in Singapore.
Let Our corporate specialist assist your company to Stay Compliance with Company Act & Clear any Confusion on Annual Returns and filing.

Paul