Corporate Services Administrator

Corporate Services Administrator

This role is a centralized point for multiple areas in the company to include but are not exclusive to the company's legal, insurance, corporate books and records, and regulatory compliance management. The primary responsibility is to assist the CFO in administration and control of corporate documents, contracts, forms, and registrations including the management and maintenance of the corporate transactional data room.

Responsibilities and Duties:

• Maintain the Company's corporate books and records including entity tax and local jurisdiction registration documents, titles, deeds, charters, by-laws, and director and officers slates
• Coordination of the use of external legal counsel including communication, document review and management, billings review and approval process
• Assist in administration, submission, and compliance of documents to meet statutory (Global and Regional) and non-statutory (intercompany and external) requirements including governmental regulations or jurisdictional requirements and requests for information
• Assist with administration of insurance policies, claims, certificates of insurance, and related items including premium billings, coverage notices, and other broker and insurer notices
• Will interface with all levels of staff within the Company as well as external investors, legal counsel, insurance brokers, insurance company claims administrators, governmental and jurisdictional offices, and other third parties
• Prepare and maintain corporate categorizing, indexing, and archiving of company-owned content (generated internally or derived from third-party agents), including documents, contracts, guides, policies, procedures, and any other collateral deemed as content
• Manage/update the Company's data room ensuring retention of current documents from all legal entities and facilities and the addition of new documentation from acquisitions and other actions into the data room
• Adhoc requests including but not limited to providing reference/research services for employees and managers
• Assist on obtaining signatures on various applications, contracts, and other forms (Adobe Acrobat, online forms)
• With Corporate Controller maintain list of 3rd parties that receive preliminary unaudited financial statements and final audited annual financial statements
• Monthly update of the sanctioned parties list and other global or regional security and compliance reviews including but not limited to GDPR
• Monthly update of global legal expenses and legal counsel contact list
• Annual Insurance certificates updates and adhoc inquiries and requests administration with insurance broker
• Monthly review and update of legal entities and related tax numbers, addresses, directors and officers
• With Corporate Controller maintain the Delegation of Authority and Contract Signing policies

Qualifications and Skills:

• Bachelor's degree required and Minimum 5 years of related experience
• Excellent organization, time management, and file administration skills and the ability to manage multifaceted activities simultaneously, adjusts priorities and workflows to support evolving business needs and activities
• A strong sense of urgency and proven capability to respond to and deliver data requests, information and other work product that is consistently timely, accurate, complete, and compliant with internal standards and external requirements
• Professional, concise, comprehensive, and timely communication skills in high pressure situations
• Demonstrates the highest level of integrity and consistently safeguards sensitive corporate, legal, financial, and personal information
• Takes full responsibility for assigned tasks and deliverables; follows through to completion with accuracy, timeliness, and attention to detail
• Works effectively with cross-functional teams and external partners to achieve shared objectives
• Identifies issues early and proposes practical solutions
• Knowledge and experience in large-volume document management, sharing and database systems and data rooms or equivalent in a multi-national corporate or equivalent environment
• Experience in supporting business insurance renewal processes, processing insurance claims, updating certificates of insurance, and other insurance related administration
• Experience in responding to and managing document requests in large, multi-national, complex comprehensive transaction
• Will assist in soliciting and obtaining information from internal and external sources for updating, revising or completing forms and documents including contracts and government, customer, vendor or other forms and submissions
• Proficient in MS Word, MS Excel, Adobe, Smartsheet, Datasite, Drop Box, and other document management applications

Benefits:

• Medical, Dental, and Vision Insurance
• Life Insurance and Voluntary Benefit Options
• Health Savings Account with generous annual employer contribution
• Fitness reimbursement program
• Development and career growth opportunities
• Competitive 401(k) matching program
• Paid Time off, volunteer hours, and 11 paid Holidays

We are an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other category protected by applicable law.