Job Type: Full-time

JOB DESCRIPTION:COMPANY SECRETARYLOCATION:Bhubaneswar, OdishaEMPLOYMENT TYPE:Full-time, on-siteTRAVEL REQUIREMENT:Travel within Odisha and India as requiredPOSITION CHARACTER:Corporate governance, statutory compliance and Board-support roleKey Responsibilities:Corporate Law and Regulatory Compliance· Ensure compliance with the Companies Act 2013, applicable rules, Secretarial Standards and other corporate laws relevant to the company.· Prepare and file statutory forms, returns and event-based submissions with the Registrar of Companies and Ministry of Corporate Affairs within prescribed timelines.· Maintain a compliance calendar covering annual, quarterly, event-based and management-action deadlines.· Track changes in corporate law and advise the Managing Director and Board on their practical implications.· Coordinate statutory filings relating to directors, share capital, charges, registered-office matters and other corporate actions.Board and Shareholder Administration· Plan and administer Board meetings, committee meetings and general meetings in accordance with applicable law and the company's constitutional documents.· Prepare meeting notices, agendas, notes, attendance records, resolutions and minutes, and circulate them within the required timelines.· Maintain minute books and ensure that Board and shareholder decisions are documented and followed through.· Support directors with accurate information on their duties, disclosures, approvals and governance obligations.Statutory Records and Corporate Documentation· Maintain statutory registers, records, certificates, declarations, disclosures and corporate documents in physical and electronic form.· Keep the company's master data, director records, shareholding information and authorised signatory details current.· Organise corporate records so that information can be produced promptly for audits, due diligence, banking, tenders and regulatory review.· Protect confidential Board, shareholder, commercial and personal information and control access on a need-to-know basis.Governance and Management Advisory· Advise the Managing Director and Board on corporate governance, approval processes and statutory responsibilities.· Review proposed corporate actions and identify the resolutions, filings, consents and records required before implementation.· Assist with changes in capital structure, allotments,



transfers, borrowing approvals, creation or satisfaction of charges and related documentation.· Support the development and review of governance policies, delegated authorities and internal compliance procedures.· Escalate non-compliance, missed deadlines and governance risks promptly, with a practical corrective-action plan.Audit and Qualified Coordination· Coordinate with statutory auditors, secretarial auditors, internal auditors, practising professionals and external legal counsel.· Prepare documents and management responses required for audits, certifications, inspections and due diligence.· Track audit observations and ensure that responsible teams complete agreed corrective actions.· Support the preparation of the Board's Report, annual return, governance disclosures and other corporate sections of annual filings.Contracts Licences and Operational Compliance· Maintain a central register of material contracts, corporate approvals, licences, registrations, renewals and key compliance documents.· Coordinate with operations, finance, human resources and external advisers to collect information required for statutory and regulatory submissions.· Review corporate and authorisation clauses in agreements, powers of attorney, undertakings, declarations and tender documents before execution.· Monitor renewal and filing requirements connected with the company's mining-logistics and transportation activities, while coordinating specialist advice where required.Stakeholder and Regulatory Liaison· Liaise professionally with the Registrar of Companies, Ministry of Corporate Affairs, banks, financial institutions and other authorities on assigned matters.· Coordinate responses to notices, queries and information requests in consultation with management and advisers.· Maintain accurate records of submissions, acknowledgements,



approvals and official correspondence.Candidate Profile· Qualified Company Secretary and Associate or Fellow member of the Institute of Company Secretaries of India with a valid membership status.· Preferably 1 to 4 years of relevant post-qualification experience in a company, professional firm or corporate group.· Sound working knowledge of the Companies Act 2013, MCA and ROC procedures, Secretarial Standards and corporate-governance practices.· Hands-on experience with MCA filings, Board and general meetings, minutes, statutory registers and annual compliance.· Exposure to private companies, promoter-led businesses, logistics, infrastructure, mining, transportation or industrial operations would be advantageous.· Ability to draft notices, agendas, resolutions, minutes, legal and regulatory correspondence, and concise management notes.· Strong written and verbal communication skills in English and Hindi; working knowledge of Odia would be preferred.Essential Professional AttributesThe ideal candidate must demonstrate:· High integrity, independence of judgment and strict confidentiality.· Exceptional accuracy and respect for statutory deadlines.· The confidence to advise senior management clearly and raise compliance concerns promptly.· Strong organisation, follow-through and record-management discipline.· A practical approach to resolving compliance issues without compromising legal requirements.· Professional communication with directors, advisers, regulators and external stakeholders.Working Conditions· The position will be based at the company's office in Bhubaneswar.· The role is full-time and primarily office-based, with visits to government offices, professional advisers, banks and operational locations when required.· Travel within Odisha and occasionally elsewhere in India may be required for meetings, filings, inspections or business matters.What Success in This Role Looks LikeThe successful candidate will ensure that:· Statutory filings and corporate actions are completed accurately and within prescribed timelines.· Board and shareholder meetings are properly planned, documented and followed through.· Statutory registers, minutes and corporate records remain complete and inspection-ready.· The Managing Director and Board receive clear advice before decisions carrying legal or governance consequences.· Audit requirements, regulatory queries and corrective actions are handled promptly and systematically.

📌 Company Secretary (Bhubaneswar)
🏢 Prime Node Consulting Services
📍 Bhubaneswar