Lead - ESOP Administrator

Description

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:

oWork on the development of ESOP plan for all businesses & related documentation for grants of options to employees

oOversee the allocation of ESOPs to eligible employees, ensuring the process is fair, transparent, and in accordance with the company's policies.

oManage the ESOP exercise process, including the issuance of options, handling transactions, and documentation.

oWork closely with internal teams to ensure smooth implementation of stock option transactions.

oPrepare and maintain accurate reports related to ESOP vesting, exercise, and forfeiture.

·Overseas Documentation for ESOPs

oManage the process of PAN issuance of overseas employees

oManage the process of Demat account opening in India for overseas employees

oOversee documentation for overseas employees at the point of exercise and remittance

oPost sale of shares, manage the CA in India for regulatory requirements

·ESOP Trust Management:

oAdminister and manage all activities related to the ESOP trust, including fund management and allocation of shares.

oMonitor and track ESOP-related transactions and maintain accurate records.

·Employee Communication & Support:

oDevelop and deliver clear communication about the ESOP plan to employees, including eligibility, vesting schedules, and other critical information.

oServe as the lead for ESOP related query management for employees, including overseas employees.

oOrganize training sessions and workshops for employees to enhance their understanding of the ESOP process, including plan, grants, exercise, vesting, documentations (overseas).

oMaintain 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)

oProvide support during board meetings / NRC and shareholder meetings related to ESOP matters.

oCoordinate with the company secretary on share-related matters and required filings.

·Liaison with Finance for Accounting & Auditors:

oCollaborate with the finance team to ensure accurate accounting of ESOP transactions, including grant, exercise, and forfeiture.

oAssist with the annual & quarterly audit process by providing required ESOP-related documentation and reports.

oEnsure 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.

oMonitor changes in regulations and keep the ESOP framework updated.

·Record Keeping:

oMaintain accurate and up-to-date records of all ESOP transactions, including stock option grants, exercises, and forfeitures.

oEnsure that the ESOP registry and employee stock certificates are maintained in compliance with legal requirements.

Qualifications

QUALIFICATION:

•Bachelor's degree in Finance, Commerce, or related field. Professional certifications (such as CS, CA, or equivalent) are a plus.

---