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Job Description
Lead - ESOP Administrator
JOB OVERVIEW: Manage all activities related to the issuing and administration of the Employee Stock Ownership Plan, ensuring smooth allocation, transactions, and compliance. Collaborate with the secretarial team and communicate effectively with employees about the ESOP program.
KEY STAKEHOLDERS: INTERNAL Human Resources, Employees, Compliance, Finance
KEY STAKEHOLDERS: EXTERNAL External vendor for ESOP administration, CA, Trust Bank account
REPORTING STRUCTURE:
Reports to Global Head - Total Rewards
EXPERIENCE:
• 6-7 years of experience in ESOP administration or related fields, preferably in a corporate environment.
• Understanding of the ESOP regulations and tax laws in India, overseas experience is a plus.
• Experience working with ESOPs in a publicly listed company.
• Knowledge of working with stock transfer agents and managing employee share schemes.
• Prior experience in a liaison role between legal, finance, and HR teams •Experienced in handling confidential information
SKILLS AND COMPETENCIES
• Liaising: Networking and relationship-building with external stakeholders.
• Communication: Strong written and verbal communication skills for diverse audiences.
• Analytical Thinking: Proficient in risk assessment and problem-solving.
• Technology Proficiency: Familiarity with online ESOP administration tool.
• Timeliness: Adherence to timelines on ESOP related transactions.
KEY ROLES & RESPONSIBILITIES
• ESOP Allocation & Transactions: Work on the development of ESOP plan for all businesses & related documentation for grants of options to employees oversee the allocation of ESOPs to eligible employees, ensuring the process is fair, transparent, and in accordance with the company’s policies.
• Manage the ESOP exercise process, including the issuance of options, handling transactions, and documentation.
• Work closely with internal teams to ensure smooth implementation of stock option transactions.
• Prepare and maintain accurate reports related to ESOP vesting, exercise, and forfeiture. ·Overseas Documentation for ESOPs oManage the process of PAN issuance of overseas employees
• Manage the process of Demat account opening in India for overseas employees Oversee documentation for overseas employees at the point of exercise and remittance
• Post sale of shares, manage the CA in India for regulatory requirements ·ESOP Trust Management:
• Administer and manage all activities related to the ESOP trust, including fund management and allocation of shares.
• Monitor and track ESOP-related transactions and maintain accurate records. ·Employee Communication & Support:
• Develop and deliver clear communication about the ESOP plan to employees, including eligibility, vesting schedules, and other critical information.
• Serve as the lead for ESOP related query management for employees, including overseas employees.
• Organize training sessions and workshops for employees to enhance their understanding of the ESOP process, including plan, grants, exercise, vesting, documentations (overseas).
• Maintain clear documentation and FAQs on the company’s ESOP platforms for easy access by employees. ·Liaison with Secretarial Team: oCollaborate with the secretarial and legal team to ensure all regulatory and legal aspects of ESOP administration are met. oUnderstanding of regulatory requirements with FDI (FIRC, FCTRS)
• Provide support during board meetings / NRC and shareholder meetings related to ESOP matters.
• Coordinate with the company secretary on share-related matters and required filings. ·Liaison with Finance for Accounting & Auditors:
• Collaborate with the finance team to ensure accurate accounting of ESOP transactions, including grant, exercise, and forfeiture.
• Assist with the annual & quarterly audit process by providing required ESOP-related documentation and reports.
• Ensure proper valuation of stock options for accounting and reporting purposes. ·Compliance and Reporting: oEnsure adherence to all statutory requirements, including periodic filings and reporting with RBI.
• Monitor changes in regulations and keep the ESOP framework updated. ·Record Keeping:
• Maintain accurate and up-to-date records of all ESOP transactions, including stock option grants, exercises, and forfeitures.
• Ensure that the ESOP registry and employee stock certificates are maintained in compliance with legal requirements.
QUALIFICATION: •Bachelor's degree in Finance, Commerce, or related field. Professional certifications (such as CS, CA, or equivalent) are a plus.
