Lead ESOP Administrator

Lead ESOP Administrator

Domnic Lewis has been mandated to hire for Lead ESOP Administrator

This role is responsible for managing all activities related to the issuance, administration, compliance, and communication of the Employee Stock Ownership Plan (ESOP). The incumbent will work closely with HR, Finance, Compliance, and Secretarial teams to ensure seamless allocation, execution, and governance of ESOPs across the organization. The role also includes supporting employees—domestic and overseas—throughout the ESOP lifecycle.

KEY STAKEHOLDERS - INTERNAL

• Human Resources
• Employees
• Compliance
• Finance

KEY STAKEHOLDERS - EXTERNAL

• ESOP Administration Vendor
• Chartered Accountant (for ESOP compliance)
• Trust Bank Account / Trustee

REPORTING STRUCTURE

• Reports to: Head - Global Total Rewards

QUALIFICATION

• Bachelor's degree in Finance, Commerce, or a related discipline
• Professional certifications such as CS, CA, CMA or equivalent are an added advantage

EXPERIENCE

• 6-7 years of experience in ESOP administration or related reward/compensation functions
• Sound understanding of ESOP regulations, Companies Act & Income Tax Act
• Exposure to ESOP operations in a publicly listed company preferred
• Experience liaising with legal, finance, HR, and secretarial teams
• Handling confidential information with discretion
• Experience working with stock transfer agents and managing share-based employee schemes

SKILLS & COMPETENCIES

• Liaising & Stakeholder Management: Ability to build strong networks with internal teams and external vendors
• Communication: Strong written and verbal communication for employee-facing interactions
• Analytical Skills: Ability to assess risks, interpret data, and resolve issues
• Technology: Familiarity with ESOP administration platforms and digital tools
• Timeliness & Accuracy: Ensuring flawless execution of ESOP transactions and statutory timelines

ROLES & RESPONSIBILITIES
ESOP Allocation & Transactions

• Support the development, documentation, and rollout of ESOP plans across all business units
• Oversee allocation of ESOPs to eligible employees ensuring fairness, transparency, and policy compliance

• Manage the full ESOP exercise lifecycle:

• Grant issuance

• Exercise processing
• Vesting schedules
• Forfeiture
• Documentation
• Maintain accurate tracking and reporting of ESOP transactions
• Coordinate with internal teams for smooth execution of all ESOP activities

Overseas ESOP Documentation

• Manage PAN issuance and Demat account creation for overseas employees
• Handle documentation for ESOP exercise, remittance, and post-sale processes
• Coordinate with CA firms for regulatory and tax requirements for overseas beneficiaries

ESOP Trust Management

• Oversee ESOP Trust operations including share allocation and fund management
• Monitor, record, and reconcile all ESOP-related trust transactions
• Maintain statutory records for trust activities

Employee Communication & Support

• Lead employee communication on ESOP policies, grants, vesting, exercises, and tax implications
• Conduct training sessions and workshops for domestic and overseas employees
• Maintain FAQs, guides, and documentation on the company's ESOP platform
• Act as primary contact for ESOP-related queries

Liaison with Secretarial / Legal

• Ensure compliance with applicable statutory regulations & filings
• Coordinate with legal and secretarial teams for board approvals, NRC/committee meetings, and shareholder resolutions
• Knowledge of FDI-related compliance including FIRC, FCTRS, etc.

Liaison with Finance & Auditors

• Work closely with finance for accurate ESOP accounting
• Support quarterly and annual audits with ESOP data and reconciliations
• Ensure proper valuation and recognition of stock options as per accounting standards

Compliance & Reporting

• Ensure compliance with statutory reporting, RBI filings, and regulatory timelines
• Stay updated on ESOP-related regulatory changes and ensure policy alignment
• Maintain precise and audit-ready ESOP records

Record Keeping

• Maintain complete and accurate records of:

• Grants

• Vesting
• Exercises
• Forfeitures
• Employee share movements
• Ensure documentation meets legal and audit requirements

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