While it is commendable for the business owners to be hands-on, they should remember to always delegate the roles for efficiency. They cannot be the chief executive officer and corporate secretary at the same time. You might just end up doing poorly on both roles, and your company will suffer because of that.
Choosing a company secretary to do all secretarial work might be received with reluctance by some business owners. After all, it is a gamble to onboard someone new to your own company. But they should understand that company secretaries are there to facilitate growth and make work relationships harmonious in your company.
As a business owner, you should shift your focus on growing the company and let your company secretary do the job. In time, the business operations will run more smoothly.
Before tackling the tips on choosing a company secretary, let us discuss first the different hats worn by a company secretary.
What are the roles of the Company Secretary?
Company secretaries’ roles encompassing the whole company, making their jobs multifaceted. They make sure to keep the records neatly and efficiently, serve as an executive assistant, and take on the role of communications officer, among others. We can categorize their duties into three categories:
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Administrative
Company secretaries are the direct line of communication of the company to the regulatory bodies, should they have concerns over the firm. At the same time, they are the one tasked with preparing the minutes during annual general meetings and board meetings. They should also keep company registers up-to-date and file regulatory filings to relevant government agencies when necessary.
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Advisory
Being a company secretary, you are expected to have knowledge of the law and financial analysis, among others. This can help you provide meaningful advice to the company whenever the directors ask for your opinion on the matter. Company secretaries should also pay close attention to the board meeting discussion so they can provide additional input that can be valuable to the company.
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Fiduciary
Company secretaries are in charge of informing the shareholders about the company’s financial standing. This is done by disseminating financial reports to them so they can also take part in making decisions during the company’s annual general meeting. With this, it is necessary for the company secretaries to be knowledgeable about finances and accounting so they can explain what the numbers meant.
These are the general classifications of a company secretary. However, some companies are requiring company secretaries to have knowledge of technology too, as this revolutionises their roles as time progresses. It will not hurt to upskill; remember that learning new things can help you stay at the forefront of the industry.
What Are the Key Tips When Choosing a Company Secretary in Indonesia?
There are many things to consider when choosing a company secretary. If you do not have an idea, here are some of the factors you should keep in mind.
1. Demand Full-Service Transparency: Not Just a Low Fee
Before signing any engagement, request a written scope of services. A reputable provider will clearly distinguish between routine annual retainer work (AGM preparation, statutory filings, register maintenance) and non-routine items such as notary fees, director change filings, or share transfer documentation, which are typically billed separately. Always confirm whether OSS and AHU Online filing assistance is included.
2. Verify Legal Registration and Compliance Track Record
Verify that the firm is a registered legal entity in Indonesia. You can confirm this through the AHU Online company registry. For PT PMA companies, additionally confirm that the provider has direct experience managing BKPM investment reporting (LKPM) and OSS-RBA compliance, as these obligations are distinct from standard PT secretarial work.
3. Ensure Proficiency with Indonesia’s Regulatory Digital Infrastructure
In Indonesia’s current regulatory environment, a competent company secretary must be proficient with the AHU Online portal (for statutory filings and company data updates with the Ministry of Law and Human Rights), the OSS (Online Single Submission) system for business licensing and NIB management, and BKPM’s LKPM reporting platform for investment activity submissions. Familiarity with digital AGM tools and cloud-based document management is equally expected of any modern corporate secretarial services provider.
4. Assess Knowledge of PT PMA-Specific Compliance Obligations
Foreign investors operating through a PT PMA face a distinct and more complex compliance landscape than local PT companies. Under the BKPM Regulation, PT PMA companies must submit quarterly LKPM (Investment Activity Reports) through the OSS system. Failure to do so risks suspension of the company’s business licence. Your company secretary must also be equipped to manage NIB maintenance, resident director documentation, and coordination with the Ministry of Manpower for expatriate work permit filings (IMTA).
How to Build Trust With Your Company Secretary?
Once you hire your company secretary, you should be able to trust the abilities in doing tasks well. This is why it is important to form a good professional relationship with your company secretary. In this way, you can always check up on them without being too sceptical.
While you have trust in your company secretary, it is also imperative to see if he or she is performing well. After all, your company secretary’s actions will have a big impact on the business. Just do it professionally and respectfully.
Conclusion
Selecting the right company secretary in Indonesia is not a back-office decision; it is a governance decision. Whether you are operating a local PT or a foreign-owned PT PMA, your company secretary is the professional who keeps your business legally sound, your filings on time, and your board informed at every stage of growth.
This is precisely why the selection process matters. Look beyond the fee. Assess legal knowledge, digital infrastructure proficiency, PT PMA experience where applicable, and above all, the provider’s track record of proactive compliance management rather than reactive correction.
At 3E Accounting Indonesia, we have supported many PT and PT PMA companies with end-to-end corporate secretarial services, from AGM documentation and statutory filings to BKPM investment reporting and OJK compliance. The right company secretary does not just manage paperwork; they protect what you have built.
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Frequently Asked Questions
For publicly listed companies, yes, mandated under OJK Regulation No. 35/POJK.04/2014. For private PT and PT PMA companies, it is not legally required but strongly recommended to ensure full regulatory compliance.
The terms are used interchangeably. In Indonesia, the role encompasses statutory compliance, board meeting administration, shareholder communication, and for public companies direct liaison with OJK and the Indonesia Stock Exchange (IDX).
There is no explicit legal prohibition, but practical constraints apply. Indonesian corporate law and the Manpower Act place restrictions on foreign nationals in certain HR-related functions. For most PT PMA companies, appointing a resident professional with local regulatory knowledge is strongly advisable.
Confirm the provider’s legal entity status via the AHU Online company registry, review their client track record, and request specific examples of LKPM, AGM, and OJK compliance work previously managed.
Fees vary by scope and entity type. Annual retainer packages for a private PT typically cover statutory filings, AGM documentation, and register maintenance. PT PMA packages are more comprehensive, given LKPM and OSS obligations. Always obtain a written scope and fee schedule before engagement.
AHU Online is the Ministry of Law and Human Rights’ official portal for company registration, director changes, share transfers, and statutory data updates. All Indonesian companies are required to keep their AHU records current, a core responsibility of the company secretary.
