Service lines
Holding company administration, line by line
Jilly International (Hong Kong) Limited manages the board file of each holding structure from the board room at Rm 1303 13/F YF Life Centre, 38 Gloucester Rd, Wan Chai, Hong Kong - 999077, Hong Kong (HK).
Six lines of work cover the ordinary life of a company: the minute, the seal, the annual filing, the register, the registered office and the calendar that keeps all four honest.
Line one
Board Minute Drafting
Board minutes are the memory of a holding company. Without them a decision can look like an accident, and with a careless set of them a decision can look like something it never was.
Jilly International (Hong Kong) Limited prepares an agenda before the meeting, drafts the minute in plain narrative form, and circulates the draft to the chair for comment before signatures are collected.
The administrator attends to the practical questions: who was present, who declared an interest, what was tabled, what was resolved and in what order.
Drafts are written so a director can read them years later without a guide. Special resolutions, written resolutions and unanimous consents follow the same numbering sequence as the ordinary meetings, and the final signed copy is entered into the minute book on the day it is returned.
Where a meeting is held remotely, the minute records the platform, the attendees joining from each location and the method used to confirm quorum.
Where a decision is taken outside a meeting, a written resolution is prepared with the signature blocks pre-filled and a tracker that shows which directors have returned consent.
Line two
Company Seal Custody
The company seal is a small object with a long shadow. Used well it authorises instruments; used casually it is a risk with no author behind it.
Custody at Jilly International (Hong Kong) Limited is physical and documented: the seal is held in the Wan Chai office, entered in a movement register when it leaves the cabinet, and matched against a resolution before it is impressed on any document.
The custody log records the date of request, the requesting party, the authorising minute reference, the number of impressions taken, the document type and the name of the person who applied the seal.
When a director attends in person the attendance is signed and entered on the same day. A duplicate seal is never accepted into custody without the resolution that supersedes the earlier one, and a damaged seal is retired against a written certificate rather than simply replaced.
Clients receive a monthly custody extract if they hold a high volume of instruments, or a yearly extract where the seal is used only for annual confirmations and certified copies.
Line three
Annual Resolution Filings
Annual filings fail for dull reasons: a form signed by the wrong officer, a date missed by two days, a receipt never filed with the minute that authorised the submission.
This line of work starts from the calendar rather than the deadline. The administrator prepares the annual confirmation, the reappointment resolutions, the ordinary resolutions on directors and auditors, and the supporting certificates that the filing authority expects.
Every filing is checked twice, once against the company documents and once against the prior year file, so that a change of address or a new director is not carried forward by habit.
The filing receipt is scanned, page-numbered and placed directly behind the corresponding minute, and the compliance calendar entry is closed with the receipt reference and the date of acknowledgment.
Where a structure contains several companies, filings are staggered through the season to avoid a single week in which every deadline collides.
Line four
Shareholder Register Updates
The shareholder register is the ownership record of the company and the document most often requested by auditors, banks and incoming investors.
Jilly International (Hong Kong) Limited updates the register on the day a transfer, allotment or change in beneficial ownership is approved, and reconciles each entry against the share certificate book, the corporate documents and the authorising resolution.
Entries are written in date order with a cross-reference to the minute that approved them. A cancelled certificate is marked void in the file but retained, and a replacement certificate carries a new serial number with a note that names the cancelled document.
Where a transfer involves a partial holding, the register extract is prepared in two copies so that both the transferor and the transferee have a matching record dated the same day.
A register inspection is arranged by appointment at the Wan Chai office. The administrator prepares a dated extract, records the inspection in the file and confirms in writing which pages were reviewed.
Line five
Registered Office Services
The registered office is where the law looks for the company, so the address must be real, attended and documented.
Jilly International (Hong Kong) Limited provides the Wan Chai office as a registered address for holding structures, receives statutory correspondence, logs every item on arrival and forwards documents to the responsible director the same week.
Incoming mail is opened where the client authorises it, scanned to a secure folder and described in a short daily log. Original documents that require a signature are held in the record room and released against a signed handover slip.
Notices from regulators, banks and auditors are flagged for urgency and raised with the client by email or phone as soon as they are identified.
The address is also used for site visits, signature sessions and register inspections, and each attendance is entered in the file so the office record matches the minute record.
Line six
Compliance Calendar Reviews
A compliance calendar is only useful if someone reads it. Jilly International (Hong Kong) Limited maintains a rolling calendar that lists every filing date, renewal deadline and internal review point across the structure, then holds a short review meeting before each cluster of dates.
The review checks each calendar entry against evidence rather than memory: the filing receipt, the signed minute, the updated register and the custody extract.
Gaps are described in plain language, with the corrective step and the owner named. A short written status note goes to the directors after each review, and the corrected entries are entered into the same minute sequence as the original decisions so the file reads in one direction.
For structures with several entities, the calendar is grouped by entity and then by statutory date, which makes it easy to see where one company is holding up another.