Administration Support - ASIC & Corporate Secretarial

Rathmines Group Inc.; Cebu City; On-site; PHP 335,000 - 502,000; Full time

Benefits offered by this job

Salary negotiable based on experience

Personal HMO Coverage plus up to two (

27 days leave per year

Company-organized quarterly events

Table tennis in breakout room

Annual Performance Review

Referral incentives

Tenure benefits after two years

Job summary

Rathmines Group Inc. in Cebu City, Philippines, is seeking an Administration Support professional to provide ASIC & Corporate Secretarial admin. You will assist with ASIC forms, corporate changes, and onboarding/compliance processes while supporting daily office operations.

The role is office-based, 7am–4pm Cebu time, Monday to Friday, with a focus on accuracy, deadlines, and collaborative teamwork across our Australian market projects.

Qualifications

• At least 1–2 years' experience in administrative or similar support role.
• Experience with ASIC corporate secretarial matters and compliance.
• Experience preparing or processing ASIC forms and corporate documents.
• Strong attention to detail and ability to maintain records.
• Excellent organisational and time-management skills.

Responsibilities

• Assist with preparation, processing, and lodgement of ASIC forms and corporate documents.
• Support company changes, including details, officers, shareholders, and addresses.
• Assist with establishment and administration of companies, trusts, and SMSFs.
• Lodge Business Name registrations and manage renewals and cancellations.
• Maintain accurate and up-to-date company registers and records.
• Monitor ASIC annual reviews and deadlines to ensure timely action.
• Assist with AML/CTF onboarding and client verification processes.
• Provide general administrative support and respond to inquiries.
• Assist with invoicing, billing, and cost-disbursement data entry.
• Support audit, compliance, and internal review documentation.

Skills

MS Office

Communication skills

Time management

Detail orientation

Organisational skills

Independent work

Tools

CAS 360

Xero Practice Manager

FYI Docs

FuseDocs

Job description

Rathmines Group Inc.is a fast-growing shared services firm supporting the Australian market across various industries. We are committed to operational excellence, continuous improvement, and building long-term careers within a collaborative and high-performing environment.

Position Overview

Administration Support - ASIC & Corporate Secretarial

We are seeking a highly organised and detail-oriented Administration Support professional to provide administrative and corporate secretarial support to our team. The primary focus of this role will be assisting with ASIC corporate secretarial compliance and administration, including maintaining client records, preparing and lodging relevant ASIC documents, monitoring deadlines, supporting various corporate changes, and managing annual reviews.

The successful candidate will also provide general administrative assistance and undertake other ad hoc tasks as required to support the efficient operation of the business.

Key Responsibilities

ASIC & Corporate Secretarial Support

• Assist with the preparation, processing, and lodgement of ASIC forms, corporate secretarial documents, and other relevant statutory documentation.

• Support company corporate changes, including changes to company details, officeholders, shareholders, registered addresses, and company names.

• Assist with the establishment and administration of companies, trusts, and SMSFs, including preparing and coordinating establishment documentation and required registrations.

• Assist with Business Name registrations, renewals, updates, and cancellations through the relevant ASIC systems.

• Assist with the wind-up or deregistration of existing entities, including ordering and preparing required documentation, coordinating execution and signing requirements, and following up on outstanding matters.

• Maintain accurate and up-to-date company registers, resolutions, minutes, shareholder records, and other statutory and corporate secretarial records.

• Assist with shareholder and share structure changes, including share transfers, allotments, changes in shareholdings, and preparation and maintenance of related documentation.

• Monitor ASIC annual review dates, lodgement deadlines, and other statutory compliance requirements to ensure matters are actioned within the required timeframes.

• Assist with the preparation, distribution, and processing of ASIC annual review documentation.

• Coordinate and proactively follow up on outstanding ASIC forms, client instructions, signatures, payments, and supporting documentation.

• Maintain accurate and up-to-date entity information across relevant corporate secretarial, practice management, and document management systems.

• Liaise with internal team members, clients, ASIC, and other relevant parties regarding corporate secretarial and compliance matters, as required.

AML/CTF Onboarding & Compliance Support

• Assist with AML/CTF and client onboarding processes in accordance with applicable requirements and internal procedures.

• Coordinate client identity verification, including sending verification requests, monitoring completion, and following up on outstanding verification requirements.

• Assist with collecting and maintaining required client identification and compliance information.

• Maintain accurate and up-to-date compliance records and supporting documentation within relevant systems.

• Assist with other client onboarding and compliance-related administrative requirements as directed.

General Administrative Support

• Provide day-to-day administrative support to the wider team and assist with the efficient coordination of administrative processes.

• Manage, organise, and maintain electronic files, records, and documentation in accordance with internal procedures.

• Assist with data entry and ensure accurate and up-to-date information is maintained across internal systems.

• Prepare correspondence, reports, templates, forms, and other administrative documentation as required.

• Monitor shared inboxes and assist with responding to, allocating, and following up administrative enquiries.

• Proactively follow up on outstanding information, documentation, approvals, signatures, payments, and tasks to ensure timely completion.

• Assist with client onboarding and offboarding processes and other administrative activities as required.

• Assist with lodgements, registrations, renewals, and other compliance-related administrative tasks.

• Assist with ASIC fee processing and administration, including coordinating payments and maintaining accurate records.

• Assist with cost disbursement data entry, billing, and invoicing processes, ensuring costs and charges are accurately recorded against the relevant client or entity.

• Maintain appropriate supporting documentation for ASIC fees, disbursements, billing, and other client-related costs.

• Maintain appropriate records and documentation to support audit, compliance, and internal review requirements.

• Support the development, improvement, and documentation of administrative processes, SOPs, and internal procedures.

• Identify opportunities to improve administrative workflows, record-keeping, and process efficiency.

• Undertake other ad hoc administrative duties, projects, and support tasks as reasonably required.

Who We Are Looking For

Essential

• At least 1–2 years' experience in an administrative or similar support role.

• Previous experience working with ASIC corporate secretarial matters and compliance requirements.

• Experience preparing or processing ASIC forms and corporate documents.

• Strong attention to detail and ability to maintain accurate records.

• Excellent organisational and time-management skills, with the ability to manage multiple tasks and deadlines.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office, including Word, Excel, and Outlook.

• Ability to work independently while also collaborating effectively with a team.

• A proactive approach to identifying and following up outstanding tasks and requirements.

Desirable

• Experience working within an Australian accounting, professional services, or corporate services environment.

• Experience using corporate secretarial software such as CAS 360 or similar systems.

• Familiarity with Xero Practice Manager, FYI Docs, FuseDocs, or similar practice and document management systems.

• Basic understanding of Australian company structures and corporate compliance requirements.

Our Values:

• Teach: Making others better

• Respect: Open and respectful of others

• Ambition: Aspire to be more

• Fun: Unwind and have fun

• Common game plan: Achieve everything together

Time & hours:

• Full-time, Monday to Friday working 7am to 4pm (Cebu time) to align closely with Australian time.

• Working hours are 7.5 hours (1.5 hrs break built into the above times)

• This is an office-based role, in Cebu (current location near Ayala in the Business Park)

Benefits Package:

• Salary negotiable based on experience

• Personal HMO Coverage plus up to two dependents

• 27 days leave per year, comprising Sick Leave and Personal/Vacation Leave, in accordance with the Company's leave policy.

• Company-organized quarterly events, such as the End of Financial Year celebration and Year-End party.

• Table tennis in our breakout room

• Annual Performance Review

• Incentive program for successful referrals

• Tenure benefits after two years of service

• Friday Lunch

• Opportunity to connect with the onshore team through overseas training and projects.