Corporate Secretary

BloFin; Hong Kong; On-site; HKD 300,000 - 420,000; Full time

Job summary

BloFin seeks a hands-on Corporate Manager/Corporate Secretary to manage global entities, onboarding, and cross‑functional projects. You will bridge legal, compliance, and operations to keep the corporate structure and external relationships compliant and efficient.

Responsibilities include governing documents, entity setup, and ongoing maintenance across jurisdictions, with a focus on accuracy, timeliness, and discretion.

Qualifications

• 3–5 years of relevant experience in legal operations, entity management, corporate secretarial, corporate administration, or a related field.
• Bachelor’s degree preferred, ideally in Law, Business, Corporate Governance, Finance, Accounting, or a related discipline.
• Familiarity with entity incorporation, annual filings, corporate records, KYC/UBO documentation, and external service provider coordination.
• Strong attention to detail and ability to manage documents, deadlines, and follow-ups accurately.
• Strong organisational skills and ability to handle multiple workstreams at the same time.
• Good ownership mindset with the ability to proactively follow matters through to completion.
• Strong written and verbal communication skills in English; Chinese is a plus.
• High level of discretion when handling sensitive corporate and management-related information.

Responsibilities

• Coordinate daily requests for document execution, signatures, and seal use.
• Maintain records for signed documents, seal use, approvals, and corporate actions.
• Organise and maintain corporate documents, including incorporation records, resolutions, authorisations, certificates, and agreements.
• Ensure documents are complete, accurately filed, and easily retrievable.
• Track outstanding signatures, approvals, and document actions through to completion.
• Support the setup of new legal entities based on business and project needs.
• Coordinate incorporation requirements, including collection of KYC/UBO, director, shareholder, and supporting documents.
• Liaise with corporate service providers, registered agents, law firms, and other external parties to complete entity setup.
• Track incorporation timelines, open items, and deliverables to ensure efficient execution.
• Support post‑corporation operational setup where needed.
• Support ongoing maintenance of Group entities across jurisdictions.
• Manage recurring corporate compliance and operational updates, including annual filings, annual renewals, registered office / corporate secretary renewals, and entity information updates.
• Maintain accurate records of directors, shareholders, UBOs, registered addresses, and other key corporate details.
• Assist with company name changes, director/shareholder updates, registered address changes, entity closures, and other corporate actions.
• Monitor good‑standing status and help ensure corporate records remain current and complete.
• Support selected confidential projects relating to corporate matters, founders, or senior management.
• Handle sensitive information with discretion, sound judgment, and professionalism.
• Provide ad hoc support on high‑priority legal operations and entity‑related matters as needed.
• Improve internal entity management processes and administrative controls.
• Help maintain and enhance the Entity Register, Corporate Calendar, SOPs, folder structures, document naming conventions, reminders, and workflow tracking.
• Support standardisation, accuracy, and better visibility across entity‑related processes.
• Contribute to workflow automation and more efficient management of recurring corporate tasks over time.

Skills

Entity management

Corporate governance

Legal operations

Document control

English & Chinese

Education

Bachelor’s degree

Job description

We are looking for a hands‑on Corporate Manager/ Corporate Secretary to support the company’s global entity management, regulatory onboarding, and cross‑functional project execution.

This role sits at the intersection of legal, compliance, and operations, ensuring the company’s corporate structure, external relationships, and key initiatives are executed efficiently and in a compliant manner.

Key Responsibilities

Corporate Documents, Signatures & Seal Management

• Coordinate daily requests for document execution, signatures, and company chop/seal use
• Maintain proper records for signed documents, seal use, approvals, and related corporate actions
• Organise and maintain corporate documents, including incorporation records, resolutions, authorisations, certificates, and agreements
• Ensure documents are complete, accurately filed, and easily retrievable
• Track outstanding signatures, approvals, and document actions through to completion

Entity Establishment & Business Support

• Support the setup of new legal entities based on business and project needs
• Coordinate incorporation requirements, including collection of KYC/UBO, director, shareholder, and supporting documents
• Liaise with corporate service providers, registered agents, law firms, and other external parties to complete entity setup
• Track incorporation timelines, open items, and deliverables to ensure efficient execution
• Support post‑corporation operational setup where needed

Entity Maintenance & Corporate Compliance

• Support the ongoing maintenance of Group entities across jurisdictions
• Manage recurring corporate compliance and operational updates, including annual filings, annual renewals, registered office / corporate secretary renewals, and entity information updates
• Maintain accurate records of directors, shareholders, UBOs, registered addresses, and other key corporate details
• Assist with company name changes, director/shareholder updates, registered address changes, entity closures, and other corporate actions
• Monitor good‑standing status and help ensure corporate records remain current and complete

Confidential & Special Projects

• Support selected confidential projects relating to corporate matters, founders, or senior management
• Handle sensitive information with discretion, sound judgment, and professionalism
• Provide ad hoc support on high‑priority legal operations and entity‑related matters as needed

Process Improvement & Governance Support

• Improve internal entity management processes and administrative controls
• Help maintain and enhance the Entity Register, Corporate Calendar, SOPs, folder structures, document naming conventions, reminders, and workflow tracking
• Support standardisation, accuracy, and better visibility across entity‑related processes
• Contribute to workflow automation and more efficient management of recurring corporate tasks over time

Requirements

• 3–5 years of relevant experience in legal operations, entity management, corporate secretarial, corporate administration, or a related field
• Bachelor’s degree preferred, ideally in Law, Business, Corporate Governance, Finance, Accounting, or a related discipline
• Familiarity with entity incorporation, annual filings, corporate records, KYC/UBO documentation, and external service provider coordination
• Strong attention to detail and ability to manage documents, deadlines, and follow‑ups accurately
• Strong organisational skills and ability to handle multiple workstreams at the same time
• Good ownership mindset with the ability to proactively follow matters through to completion
• Strong written and verbal communication skills in English; Chinese is a plus
• High level of discretion when handling sensitive corporate and management‑related information

What We’re Looking For

• High ownership mindset — able to independently drive tasks to completion
• Strong coordination skills across legal, compliance, finance, and external partners
• Practical problem‑solver, not just process executor
• Able to handle both structured work and ad‑hoc urgent tasks