Company Secretary in Malaysia

Secretary, what you know about secretary??? It is a women with skirt and sexy???What i want to tell you now is a company secretary. Every company is required by statute to have at least one company secretary or more in Malaysia. Who can be company secretary??? The person which are a members of professional bodies such as:
1. The Malaysian Association of the Institute of Chartered Secretaries and Administrators (MAICSA)
2. The Malaysian Institute of Accountants (MIA)
3. The Malaysian Institute of Certified Public Accountants (MICPA)
4. The Malaysian Bar
5. The Sabah Law Association
6. The Advocates' Association of Sarawak
7. The Malaysian Association of Company Secretaries (MACS)
and also the person licensed by Commissioner of Company Malaysia (CCM) under Section 139 Companies Act 1965.

The secretary is to be appointed by the board of directors and either himself or his agent or clerk is required to be present at the registered office of the company on the days and at the hours which the registered office is to be accessible to the public.In most cases it is not practical for most small medium enterprises to engage full time secretaries. Instead, the service of an external secretary of a professional secretarial firm is engaged.

What are the general duties and responsibilities of company secretaries?
The duties and responsibilities of company secretaries depend mainly on the expectations of the board of directors. In most cases, the company secretary is responsible to ensure compliance with the disclosure and information requirements of the Companies Act.

These are some of the main duties of a company secretary:

1. Organise meetings

2. Send out notices for meetings

3. Take down minutes of board and general meetings

4. File statutory returns (in the prescribed forms) required by the Companies Act 1965 with the Companies Commision of Malaysia

5. Keep and maintain the various registers at the registered office of the company.

What are the fees payable for the services of an external professional company secretary?

 

No.	Nature of Work / Description	Description	Processed Fees
1.	Incorporation	- Minimum 2 Directors and 2 Subscribers, Standard M & A - Authorised Capital RM100,000	RM2,800-3,000 - Professional Fee for Sdn Bhd RM4,500 - Professional Fee for Bhd Charges on any additional work requiring modification and variation of the M & A will be discretionary.
2.	Monthly Fee	.	Professional Fee As Named Secretary Retainer Fee	Retainer Fee
.	.	Dormant company	RM50	RM100
.	.	Semi-active company	RM100	RM150
.	.	Active company	RM150	RM300
.	.	Non-listed public company	RM250	RM750
.	.	Public listed public company	RM300	RM2000
3.	Meeting Charges	Attendance: Board of directors' meetings, general meetings and meeting with government authorities/agencies	Subject to negotiation. Minimum RM200 per hour or part thereof.
4.	Preparation of Resolution	.	RM100
5.	Annual Return	Preparation and Filing of Annual Return	- RM250 per Annual Return for Sdn Bhd or Bhd (non-listed) - RM500 per Annual Return for Bhd (listed)
6.	Certification of Forms/ Documents	.	RM2 per signature
7.	Name Search	.	RM100 per name
8.	Registered Office Charges	Usage of premise as registered office	RM15 per month
9.	Company Search	Conduct of company searches at ROC	RM100 per company
10.	Amendments to M & A	Preparation for amendments and lodgement	RM500
11.	Letter of certification by company secretary on company's information	.	RM150 per letter
12.	Application Letter to Ministry	Preparation of application letters for submission to Ministry.	RM750 per application

Some norminal charges for workdone or fillings with SSM, if applicable (eg.subsequent charges of directors, shareholders, share capital etc.)

Therefore please don't be confuse with the company secretary and secretary. The company secretary is a professional firm or person to help company to comply all of the companies act 1965 and corporate governance.  But the secretary is to help day-to-day work and boss management.