Legal & Company Secretarial Administrator
LEGAL & COMPANY SECRETARIAL ADMINISTRATOR
REPORTING TO: Head of Legal & Company Secretarial
OBJECTIVES: To offer the highest standards of service to tenants.
HOURS OF EMPLOYMENT: 9.00AM – 5.30PM : 25 days holidays per annum
- Good understanding of Residential Property Management and current legislation
- Well developed interpersonal and oral communications skills
- Interpersonal skills and customer focused
- Ability to work on own initiative
- Good numerical skills
- Ability to work as a team player
- Ability to multi-task, prioritise workload and work under pressure
MAIN DUTIES AND RESPONSIBILITIES
1. PRE SALE-ENQUIRIES
1.1 Process all solicitors' enquiries on property disposal.
1.2 Generate invoice for pack.
1.3 Generate solicitors pack
1.4 Attend to additional enquiries from vendor and purchaser's solicitors, liaising closely with the estate manager and finance department.
2. RE-MORTGAGE ENQUIRIES
2.1 Responding to all re-mortgage enquiries directly with the mortgage company or the owners' solicitors.
3. POST SALE COMPLETION
3.1 Re-assignment of properties when legal notices are received.
3.2 Arrears / Apportionment assessment.
3.3 Processing transfer/charge documentation- Receipting Notices.
3.4 Issuing Certificate of Compliance for Land Registry where applicable.
4. SHARES / MEMBERSHIP
4.1 Entering the transfer into the register.
4.2 Deleting the old member and adding the new member to the members list.
4.3 Ensuring the stamped stock transfer form and old share certificate have been received and at this time making sure that the solicitor has made the correct apportionment of service charges, etc.
4.4 Issue new share certificates and entering them on the register.
4.5 Attending to lost share certificates.
4.6 Appointment of HML Company Secretarial Services Ltd as Company Secretary if required.
4.7 The use of HML Andertons as Registered Office address on appointment.
4.8 Maintaining records of members/shareholders on each company.
4.9 Ensuring all books and records are up to date.
5. INFORMAL AND GENERAL MEETINGS
5.1 Arranging meetings and liaising with the property manager
5.2 Booking the venue for the meetings. Issuing notices and sending out the relevant data for the meetings.
5.3 Diarising to pass relevant papers to property manager attending the meeting.
5.4 Handling any proxies which may arise.
6. COMPANIES HOUSE
6.1 Filing of all changes of Directors / Secretary with Companies House.
6.2 Responding to queries from Companies House.
6.3 Updating all systems.
6.4 Completing and filing Annual Returns.
7.1 Raising internal invoices/credit notes for all other fees and processing them on the system.
7.2 General filing.
7.3 Any other duties as directed.
7.4 Processing/administering lease enquiries/consents/extensions.
7.5 Processing Land Registry enquiries.
7.6 Any other duties as directed.