Job Description

JOB DESCRIPTION:COMPANY SECRETARY

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LOCATION:Bhubaneswar, Odisha

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EMPLOYMENT TYPE:Full-time, on-site

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TRAVEL REQUIREMENT:Travel within Odisha and India as required

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POSITION CHARACTER:Corporate governance, statutory compliance and Board-support role

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Key Responsibilities:

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Corporate Law and Regulatory Compliance

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- Ensure compliance with the Companies Act 2013, applicable rules, Secretarial Standards and other corporate laws relevant to the company.
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- Prepare and file statutory forms, returns and event-based submissions with the Registrar of Companies and Ministry of Corporate Affairs within prescribed timelines.
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- Maintain a compliance calendar covering annual, quarterly, event-based and management-action deadlines.
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- Track changes in corporate law and advise the Managing Director and Board on their practical implications.
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- Coordinate statutory filings relating to directors, share capital, charges, registered-office matters and other corporate actions.
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Board and Shareholder Administration

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- Plan and administer Board meetings, committee meetings and general meetings in accordance with applicable law and the company's constitutional documents.
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- Prepare meeting notices, agendas, notes, attendance records, resolutions and minutes, and circulate them within the required timelines.
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- Maintain minute books and ensure that Board and shareholder decisions are documented and followed through.
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- Support directors with accurate information on their duties, disclosures, approvals and governance obligations.
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Statutory Records and Corporate Documentation

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- Maintain statutory registers, records, certificates, declarations, disclosures and corporate documents in physical and electronic form.
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- Keep the company's master data, director records, shareholding information and authorised signatory details current.
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- Organise corporate records so that information can be produced promptly for audits, due diligence, banking, tenders and regulatory review.
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- Protect confidential Board, shareholder, commercial and personal information and control access on a need-to-know basis.
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Governance and Management Advisory

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- Advise the Managing Director and Board on corporate governance, approval processes and statutory responsibilities.
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- Review proposed corporate actions and identify the resolutions, filings, consents and records required before implementation.
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- Assist with changes in capital structure,



allotments, transfers, borrowing approvals, creation or satisfaction of charges and related documentation.
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- Support the development and review of governance policies, delegated authorities and internal compliance procedures.
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- Escalate non-compliance, missed deadlines and governance risks promptly, with a practical corrective-action plan.
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Audit and Professional Coordination

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- Coordinate with statutory auditors, secretarial auditors, internal auditors, practising professionals and external legal counsel.
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- Prepare documents and management responses required for audits, certifications, inspections and due diligence.
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- Track audit observations and ensure that responsible teams complete agreed corrective actions.
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- Support the preparation of the Board's Report, annual return, governance disclosures and other corporate sections of annual filings.
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Contracts Licences and Operational Compliance

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- Maintain a central register of material contracts, corporate approvals, licences, registrations, renewals and key compliance documents.
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- Coordinate with operations, finance, human resources and external advisers to collect information required for statutory and regulatory submissions.
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- Review corporate and authorisation clauses in agreements, powers of attorney, undertakings, declarations and tender documents before execution.
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- Monitor renewal and filing requirements connected with the company's mining-logistics and transportation activities, while coordinating specialist advice where required.
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Stakeholder and Regulatory Liaison

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- Liaise professionally with the Registrar of Companies, Ministry of Corporate Affairs, banks, financial institutions and other authorities on assigned matters.
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- Coordinate responses to notices, queries and information requests in consultation with management and advisers.
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- Maintain accurate records of submissions, acknowledgements, approvals and official correspondence.
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Candidate Profile

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- Qualified Company Secretary and Associate or Fellow member of the Institute of Company Secretaries of India with a valid membership status.
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- Preferably 1 to 4 years of relevant post-qualification experience in a company, professional firm or corporate group.
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- Sound working knowledge of the Companies Act 2013, MCA and ROC procedures, Secretarial Standards and corporate-governance practices.
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- Hands-on experience with MCA filings, Board and general meetings, minutes, statutory registers and annual compliance.
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- Exposure to private companies, promoter-led businesses, logistics, infrastructure, mining, transportation or industrial operations would be advantageous.
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- Ability to draft notices, agendas, resolutions, minutes, legal and regulatory correspondence, and concise management notes.
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- Strong written and verbal communication skills in English and Hindi; working knowledge of Odia would be preferred.
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Essential Professional Attributes

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The ideal candidate must demonstrate:

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- High integrity, independence of judgment and strict confidentiality.
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- Exceptional accuracy and respect for statutory deadlines.
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- The confidence to advise senior management clearly and raise compliance concerns promptly.
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- Robust organisation, follow-through and record-management discipline.
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- A practical approach to resolving compliance issues without compromising legal requirements.
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- Professional communication with directors, advisers, regulators and external stakeholders.
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Working Conditions

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- The position will be based at the company's office in Bhubaneswar.
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- The role is full-time and primarily office-based, with visits to government offices, qualified advisers, banks and operational locations when required.
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- Travel within Odisha and occasionally elsewhere in India may be required for meetings, filings, inspections or business matters.
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What Success in This Role Looks Like

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The successful candidate will ensure that:

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- Statutory filings and corporate actions are completed accurately and within prescribed timelines.
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- Board and shareholder meetings are properly planned, documented and followed through.
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- Statutory registers, minutes and corporate records remain complete and inspection-ready.
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- The Managing Director and Board receive clear advice before decisions carrying legal or governance consequences.
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- Audit requirements, regulatory queries and corrective actions are handled promptly and systematically.
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📌 Company Secretary (Bhubaneswar)
🏢 Prime Node Consulting Services
📍 Bhubaneswar