Corporate Compliance & Company Administration Officer

We are hiring a detail-oriented professional to manage company formation and renewals, bank compliance packs, supplier agreement and invoice checks, and day-to-day corporate administration. You will work closely with internal finance, operations, and leadership teams and keep deadlines tight.

ROLE OVERVIEW

You will own the lifecycle of our companies (new formations and annual renewals), respond to bank and KYC/compliance requests on time, check that supplier invoices match signed agreements, and handle structured administrative work. Accuracy, confidentiality, and follow-through matter more than flashy titles.


KEY RESPONSIBILITIES

Company formation and renewals
- Manage incorporation of new companies and the full renewal cycle of existing entities (filings, permits, statutory records, officer/shareholder updates).
- Maintain a compliance calendar for filings, local permits, registered office, and other statutory deadlines (and equivalent requirements if we operate in other jurisdictions).
- Prepare and track board/shareholder resolutions, secretary’s certificates, appointment/resignation documents, and statutory registers.
- Coordinate with external counsel, incorporation agents, accountants, and government portals as needed.

Bank and regulatory compliance
- Review compliance and KYC requests from banks and other institutions.
- Gather, check, and package the required documents (corporate papers, IDs, resolutions, beneficial ownership, proof of address, financials, etc.).
- Draft clear replies and submit complete packs before the deadline.
- Follow up until confirmation of receipt / account status is closed.
- Flag inconsistencies (names, dates, officers, ownership) before anything is sent out.

Supplier agreements and invoice audit
- Review supplier and vendor agreements and keep a simple register of key terms (rates, scope, payment terms, validity, notice periods).
- Audit incoming invoices against the signed agreement and approved POs.
- Query mismatches (wrong rates, extra line items, expired contracts, missing attachments) and escalate before payment.
- Support contract renewals, amendments, and version control of signed files.

Administration and internal coordination
- Handle ad-hoc administrative tasks: document compilation, filing (digital and physical if required), tracking lists, templates, and status reports.
- Liaise with finance, operations, legal, and management so everyone has the latest company and vendor documents.
- Maintain organized shared folders, naming conventions, and access control for confidential files.
- Prepare simple trackers and weekly status updates on open formations, renewals, bank requests, and invoice exceptions.
- Support onboarding of new entities (bank account opening packs, tax/registration follow-ups, officer KYC).
- Other related duties as assigned.

WHAT WE’RE LOOKING FOR

Must-have
- Filipino citizen, based in the Philippines (or able to work PH hours).
- Strong written and spoken English.
- Experience in company secretarial / corporate compliance / legal operations / finance admin / BPO corporate services — ideally involving company registration, renewals, bank KYC packs, or contract-to-invoice checking.
- High attention to detail; comfortable working to hard deadlines.
- Confident using Google Workspace and/or Microsoft 365 (Docs/Word, Sheets/Excel, Drive/SharePoint, email).
- Able to handle confidential information with discretion.
- Self-starter who still knows when to escalate.

Nice to have
- Familiarity with secretary’s certificates, board resolutions, beneficial ownership forms, and bank account opening checklists.
- Experience chasing vendors or AP teams on invoice discrepancies.
- e-signature tools (DocuSign, Adobe Sign) and a ticketing or tracker tool (Asana, ClickUp, Monday, Jira, or similar).
- Degree in Business Administration, Legal Management, Accounting, or related field — not required if experience is solid.

Experience level
We will consider candidates with 2+ years in a similar function. Strong 1-year candidates with proven filing and bank-pack experience are welcome to apply.


How you will work
- Coordinate across internal teams and external providers (banks, agents, suppliers).
- Own your tracker: nothing should miss a deadline because it sat in email.
- Ask clarifying questions early; do not submit incomplete packs.
- Communicate status in plain English — what is done, what is blocked, what you need.


What we offer
- Competitive salary commensurate with experience (state your expected monthly rate in PHP).
- Remote-friendly setup for qualified Filipino talent
- Stable, process-driven work with clear ownership.
- Direct exposure to company setup, banking, and vendor control — useful career path toward corporate secretary, compliance, or operations lead roles.


HOW TO APPLY
Send your CV and a short note covering:
1. Years of relevant experience
2. Types of companies / jurisdictions you have formed or renewed
3. Whether you have prepared bank compliance / KYC packs
4. Whether you have checked invoices against contracts
5. Expected monthly salary (PHP) and earliest start date
6. Current work setup (home office, internet, hours you can cover)

We welcome applications from Filipino professionals across the country. Only shortlisted candidates will be contacted.