Corporate Secretary Firms - A Brief Introduction

A company secretarial firm plays a vital role in any organization. It is the middleman between the management and employees. In a highly dynamic corporate world, a company secretarial staff is an inevitable requirement. The importance of a good secretarial staff cannot be overestimated. In most cases, a business has to rely on their secretarial staff to provide them with crucial services.

To understand the exact contribution a company secretarial firm can make, it is important to understand what the job entails. Basically, a company secretarial firm acts as a secretary for companies and government organizations. A company secretarial firm saves/ guards employers from the disciplinary actions mentioned above and helps them comply with the rules and regulations governing them. All the companies require a good secretary to perform the administrative work for them. As a secretarial employee, your duty is to carry out all the essential jobs like answering the phones or making calls, preparing reports etc.

In order to select the best company secretary, you will need to consider certain factors that are present in each case. The most important factor in every case is the type of service being offered by the service provider. Most corporate secretarial firms have various types of service offerings to choose from. You will have to consider the type of service being offered by the firm before appointing them as your company secretary.

Every company has a sole director and board of directors. The sole director is responsible for the entire activities of the company including the secretarial services provided by the company secretarial firm. Therefore, the services of a company secretary will differ from the tasks performed by a sole director. If the sole director is not the active secretary, then you will have to appoint a manager to serve as the secretary.

In addition, the responsibilities of a particular secretary also differs depending upon the nature of her job. A special secretary will be required if you want to handle a large volume of files at regular intervals. A supervisor in this case will be the one to act on the behalf of the board of directors. A secretary at a special company will also be required to handle the financial matters at the company and prepare and manage the accounts. This will be different from a sole director in that the sole director is solely responsible for the financial issues at the company.

The duties of a secretarial firm vary according to the nature of work. However, most of them remain the same such as answering the phones, preparing travel documents, preparing the annual accounts and submitting them to the appropriate departments, filing the annual reports to the concerned authority and maintaining the company registration. All these tasks are performed by the secretary at every company. In addition, most of the time, the company registration also needs to be handled in order to ensure that all documents and information submitted are true and correct.

As mentioned earlier, the primary responsibilities of a company secretary are similar to those of any other employee in a corporate office. Nevertheless, there are certain responsibilities that are unique to the position of corporate secretary firm. For instance, a corporate secretary is typically asked to handle the accounts and finances of the company. In this case, it is the duty of the secretary to ensure that the company's books are prepared accurately and the expenses paid for. If there are any problems, the company should be able to immediately find out who is to blame.

One thing that should always be kept in mind is that the corporate service firm does not have the authority to directly manage the business itself. This authority is given to the secretary only. Therefore, the company should ensure that any communication regarding the company's business is made to the corporate service firm. This ensures that the firm is well informed regarding the business of the company and the important decisions it takes. Corporate communication is very important because this is the way that the company establishes its standing in the market and determines its long term viability.