Company Secretary

Role & responsibilities - (For a Housing Finance Company)

1. Statutory Compliance and Governance:

• Ensure compliance with the Companies Act, 2013, SEBI regulations, and RBI/NHB guidelines applicable to housing finance companies.
• Maintain and update statutory registers, records, and filings with the Registrar of Companies (ROC).
• Ensure compliance with corporate governance standards as mandated by regulatory authorities.
• Oversee adherence to various housing finance-related laws, including the SARFAESI Act, RERA, and FEMA, if applicable.

2. Board and Committee Support:

• Organize and coordinate board meetings, annual general meetings (AGMs), and committee meetings.
• Prepare agendas, notices, and minutes of meetings, ensuring timely dissemination to relevant stakeholders.
• Advise the board on their legal and fiduciary duties and responsibilities.

3. Regulatory and Stakeholder Communication:

• Act as the primary point of contact between the company and regulatory authorities like the NHB, RBI, SEBI, and Ministry of Corporate Affairs (MCA).
• Handle communication with shareholders, including dividend disbursement, grievances, and share transfers.
• Liaise with lenders, investors, and external stakeholders, ensuring transparent communication.

4. Financial and Operational Oversight:

• Ensure timely filing of financial statements, annual returns, and compliance certificates.
• Monitor and ensure compliance with financial covenants in loan agreements and other financial transactions.
• Support the finance team in managing statutory audits, tax audits, and other financial reviews.

5. Risk Management and Internal Controls:

• Assist in implementing robust internal controls to mitigate operational and regulatory risks.
• Review and monitor compliance policies, identifying and addressing potential risks proactively.
• Facilitate the implementation of anti-money laundering (AML) and fraud prevention measures.

6. Secretarial and Legal Advisory:

• Draft and review legal documents, contracts, and agreements.
• Ensure proper documentation for housing finance operations, including loan agreements and mortgage deeds.
• Provide legal and secretarial support during mergers, acquisitions, and other strategic transactions.

7. Record Maintenance and Reporting:

• Maintain records of debentures, mortgages, and charges as required under housing finance regulations.
• Ensure timely submission of regulatory reports and disclosures, such as NHB/RBI quarterly returns and other compliance reports.

8. Training and Policy Development:

• Conduct training programs for board members and employees on corporate governance and regulatory compliance.
• Develop and review company policies, ensuring alignment with housing finance industry standards and regulations.

9. Strategic Support:

• Support management in decision-making by providing insights on legal, regulatory, and compliance implications.
• Assist in the formulation and implementation of long-term strategies for growth and compliance in the housing finance sector.

10. Miscellaneous:

• Handle the issuance and redemption of debentures and other securities.
• Act as the custodian of corporate records, ensuring confidentiality and security.
• Stay updated on changes in laws, regulations, and industry practices, ensuring the companys compliance framework evolves accordingly.

Skills Required:

• Strong knowledge of corporate and housing finance laws.
• Proficiency in regulatory liaison and compliance management.
• Excellent organizational, communication, and analytical skills.
• Ability to manage multiple stakeholders and ensure timely deliverables.