Corporate Secretarial Service Coordinator

Corporate Secretarial Service Coordinator
Tokyo, Japan
Monday – Friday, 09:00 – 18:00
Hybrid

Key Responsibilities

Company Secretarial Services

• Provide high-quality company secretarial support to a portfolio of client entities.
• Assist with company incorporations, deregistrations, and other corporate lifecycle events.
• Prepare and coordinate corporate documents, including board resolutions, shareholder resolutions, meeting minutes, powers of attorney, and other statutory documentation.
• Support changes in corporate information, including director, representative director, registered address, and company officer changes.
• Assist in maintaining corporate records and statutory registers in accordance with applicable regulations.

Corporate Administration

• Process client requests relating to the application of company seals and chops.
• Manage incoming and outgoing correspondence, including courier packages and official documents.
• Scan, file, and maintain corporate documentation in electronic document management systems.
• Ensure client records and entity information are accurately maintained in internal databases and entity management systems.

Regulatory and Filing Support

• Assist with statutory filings and submission of corporate documents to relevant authorities.
• Liaise with the Legal Affairs Bureau, Tax Office, banks, and other government agencies as required.
• Support clients with requests relating to regulatory, banking, and compliance matters.
• Monitor filing deadlines and support ongoing compliance requirements.

Client Service and Compliance

• Respond to client inquiries in a timely and professional manner.
• Support client acceptance, due diligence, and compliance procedures where required.
• Build and maintain strong working relationships with clients and internal stakeholders.
• Assist with process improvements and special projects as assigned.

Qualifications and Experience
Essential Requirements

• Degree or diploma in International Liberal Studies, Business Administration, Corporate Governance, Law or a related field.
• Minimum of 2 years' relevant experience, preferably in a corporate services provider, professional services firm, law firm, or similar environment.
• Native-level Japanese language proficiency.
• Business-level English communication skills, both written and spoken.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.

Preferred Attributes

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to work independently and manage multiple priorities.
• Proactive, self-motivated, and eager to learn.
• Strong interpersonal and communication skills.
• Ability to adapt to changing priorities and deadlines.
• Collaborative team player with a client-focused mindset.

What We Offer

• Opportunity to work with multinational clients across various industries.
• Exposure to corporate governance, regulatory compliance, and entity management in Japan and across the APAC region.
• Professional development and career growth opportunities.
• Collaborative and supportive team environment.
• Flexible working arrangements and continuous learning opportunities.