Commercial Clerk

The Commercial Clerk role at HR Fleek is essential for managing corporate and commercial compliance tasks. The successful candidate will focus heavily on entity registration, intellectual property matters, documentation, and statutory filings within Kenya. The clerk ensures strict adherence to relevant legislation like the Companies Act, Business Names Act, and Intellectual Property laws, while providing crucial administrative support to the commercial practice team and acting as a primary liaison with clients and regulatory authorities.

Key Responsibilities:

Entity Registration

• Prepare and file applications for incorporation of companies, registration of business names, partnerships, and societies.
• Handle trademark registration processes, including searches, filing, and follow-up with relevant authorities.
• Maintain updated knowledge of requirements under the Companies Act, Business Names Act, and Intellectual Property laws.

Documentation & Compliance

• Draft, review, and submit statutory forms and supporting documents to regulatory bodies (e.g., Registrar of Companies, Registrar of Societies, Kenya Industrial Property Institute).
• Ensure compliance with timelines and statutory obligations for renewals, filings of returns, and amendments.
• Maintain accurate records of registrations, certificates, and correspondence.

Client & Stakeholder Engagement

• Liaise with clients to collect necessary documentation and provide updates on registration progress.
• Co-ordinate with government offices and regulatory agencies to resolve queries or issues.
• Provide guidance to clients and the team on procedural requirements and timelines.

Administrative Support

• Maintain a database of registered entities and trademarks for easy retrieval and reporting.
• Assist in preparing periodic compliance reports for internal and client use.
• Support senior advocates and associates in commercial practice matters as required.
• Train the team on changes in the relevant registries and processes.
• Providing and publishing internally, regular updates and changes in registration procedures and requirements in the various land registries.

Qualifications & Skills

Education and Experience

• Diploma or Bachelor’s degree in Business Administration, Law, or related field.
• At least 4 years’ experience in company secretarial work, commercial registration, or legal clerical duties in a busy law firm.
• CS certification is a plus.
• Minimum score of Grade C+ in KCSE.

Required Skills and Knowledge

• Strong knowledge of statutory registration processes in Kenya (Companies Act, Business Names Act, Trademarks Act).
• Excellent organizational and record-keeping skills.
• Proficiency in MS Office and familiarity with online registration portals (eCitizen, KIPI systems).
• Strong communication and interpersonal skills.
• Attention to detail and ability to meet strict deadlines.
• Strong organizational and time management skills.