Every company registered as a Private Limited Company (Sendirian Berhad) in Malaysia is required to appoint at least one Company Secretary, who is a natural person of full age (18 years old and above), as well as a resident of Malaysia. A qualified Company Secretary in Malaysia must also be a member of a professional body prescribed by the Ministry of Domestic Trade, Cooperative and Consumerism.

Company Secretary Services

In addition to the basic qualifications, a company secretary in Malaysia must also be able to fulfil the following list of roles and responsibilities. A Company Secretary Services Provider can be of assistance to companies who are seeking fully qualifed and experienced Company Secretary KL or JB.

Role and Duties

  • Be familiar with all provisions of the Memorandum and Articles of Association of the company to ensure all procedures are adhered to.
  • Be competent in the compliance of statutory and regulatory bodies in Malaysia.
  • Be a liaison party for the company to communicate, prepare and submit required Statutory Returns with the Suruhanjaya Syarikat Malaysia (SSM).
  • Be an advisor to the Board to protect the interests of the board and members and ensure the company’s annual general meeting is held before stipulated deadlines.

Preparation of Boards and Members’ Resolutions and attending meetings

  • To attend board meetings and give general advice on matters relating to company secretarial matters as and when required.
  • To act a link between shareholders and the company, ensuring important announcements be officially communicated.
  • To handle the transfer of shares, splitting of shares certificate and issuance of duplicate share certificates.
  • To handle the allotment of Shares, Rights/Bonus Issue and Declaration of Dividend.
  • To send out notices (circular resolutions) and liaise with shareholders regarding any shareholder meetings and the Annual General Meeting (AGM) or Extraordinary General Meeting (EGM), if and when the company holds one.
  • To file annual returns and full accounts and submit them in a complete and timely manner before stipulated deadlines.

Updating the Company’s Statutory Books and maintaining paperwork

  • To record changes to the structure of the company in the company’s statutory registers, for example, the Register of Directors and Register of Members.
  • To be responsible for the security and accuracy of important company documents, which include the certificate of incorporation, share certificates, meeting minutes, memorandum and article of associations and other important ones.