About Lendlease
Lendlease is a leading real estate business with International operations. Our core expertise is in Investment Management, Development, and Construction. For more than 60 years, we have created thriving places around the globe.
About the Role
Contribute to the administration and delivery of the Company Secretariat and Compliance functions, prepare documentation, perform administration and logistical activities, and contribute to Company Secretariat and Compliance policies, processes and operations.
Board Meeting Requirements and Drafting
- Liaise with company directors (internal and external) and schedule all periodic and ad hoc board meetings and manage the company secretary calendar.
- Manage the annual board meeting calendar for our joint venture entities, including the following:
- schedule all quarterly board meetings and restricted agenda meetings such as the signing of financial statements and approval of annual business plans; and
- assist in preparing and distributing board packs, including conflict of interest registers, matters arising registers and document execution registers.
- Coordinate with company directors and the company secretary and assist with the drafting and distribution of corporate authorisations (board minutes and director and member resolutions).
- Attend and minute board meetings and arrange for board minutes and other authorisations to be considered, approved and signed internally.
- Draft ad hoc board minutes and resolutions when requested in relation to e.g. POAs, bank mandates, loan agreements, share allotments and corporate restructures.
- For non-UK entities, liaise with our external service providers to obtain approval for shareholder resolutions, annual accounts and annual compliance requirements.
Filings and documentation
- Manage statutory filings for all UK companies.
- File relevant documents with Companies House through the GEMs system and directly with Companies House.
- Circulate copies of filings and related documents to relevant business contacts for their records.
- Assist with due diligence queries and data room requests.
Maintain Integrity of Company and Director Data
- Obtain identity verification documentation from new directors.
- Ensure director distribution email lists are maintained and kept up to date.
- Coordinate documentation relating to director changes (including with Companies House and in GEMs).
- Manage the transitions of Company Secretarial files to iManage and maintain entity records and documents on iManage.
- Maintain a database of electronic signatures.
- Manage internal entity establishment procedures and assist with constitutional documents, as needed.
Financial Statements and Other Activities
- Assist with the approval of annual accounts and financial year-end processes, and work with finance and external auditors to schedule board meetings for the signing of financial statements, including:
- preparing and distributing board packs;
- obtaining signed letters of financial support (where required);
- completing all follow up actions (e.g. signing of minutes and documents); and
- delivering signed documents to the auditors and filing with Companies House.
- Monitor the Company Secretariat email inbox, respond to requests and queries where appropriate and forward requests and queries to relevant parties as required.
- Monitor and manage post received for the Company Secretary.
- Prepare and maintain the corporate structure chart for the UK and EMEA on a quarterly basis (using Microsoft Visio), note any changes in the movement register and distribute to the approved list of recipients.
- Ensure all signed documents are scanned and saved to the relevant company folders.
- Manage and maintain statutory company registers, including registers of members, directors and PSCs, and file changes with Companies House.
- Maintain a list of Lendlease entities at our registered offices for inspection.
- Manage external relationships with our external service providers.
- Liaise with company secretarial teams in Australia and America.
- Facilitate the signing of documentation by DocuSign and manage the DocuSign process.
- Organise director training.
- Assist with the implementation of iManage and the migration of company secretarial records to iManage.
System Maintenance
- Arrange for updates to be uploaded onto Legal Link (internal legal SharePoint site).
- Manage the relationship with Computershare (provider of GEMs) and support GEMS requirements as appropriate.
Compliance
- Assist with maintaining compliance registers and logs.
- Assist in KYC / KYB checks and the AML review process.
- Carry out background checks on third parties.
- Monitor online training completions and quarterly attestation statements.
- Assist with organising training sessions and maintain the training calendar.
- Liaise with external compliance advisors and training providers.
- Assist with ad hoc compliance requests, as required.
Benefits of working at Lendlease
- Industry leading pension scheme
- Private medical health benefit and dental plan options
- Enhanced parental leave
- Life assurance
- 25 days annual leave with the option to buy or sell additional days
- Wellbeing leave
- Health and wellbeing support and initiatives
- 24/7 confidential Employee assistance program
- Discounted gym membership to over 2,500 gym’s nation wide
To find out more about us and to explore all other opportunities visit www.lendlease.com/careers
Lendlease is committed to being a diverse and inclusive employer of choice by engaging, enabling and empowering our people. All qualified applicants will receive consideration for employment and we are happy to consider flexible working arrangements. Inclusion sets us all up for success and we particularly encourage applications from currently under-represented groups in our industry including those who self-identify as women, black, Asian, minority ethnic, lesbian, gay, bisexual, transgender and/ or disabled.