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.

Qualification:

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

Role & responsibilities

1. Development of ESOP Plan & Documentation:

• Work on the development of the ESOP plan for all businesses, ensuring alignment with company policies and regulatory requirements.
• Prepare and maintain all necessary documentation related to the grant of stock options to employees.

2. ESOP Allocation & Exercise Process:

• Oversee the allocation of ESOPs to eligible employees, ensuring fairness, transparency, and compliance with the companys policies.
• Manage the ESOP exercise process, including issuance of options, transaction handling, and necessary documentation.
• Coordinate with internal teams to ensure seamless implementation of stock option transactions.
• Maintain accurate records and reports on ESOP vesting, exercise, and forfeiture.

3. Overseas Documentation for ESOPs:

• Manage the process of PAN issuance for overseas employees.
• Oversee the Demat account opening process in India for overseas employees.
• Ensure proper documentation at the point of ESOP exercise and remittance for overseas employees.
• Post-sale of shares, coordinate with Chartered Accountants in India to fulfill regulatory requirements.

4. ESOP Trust Management:

• Administer and manage all ESOP trust-related activities, including fund management and share allocation.
• Monitor and track ESOP-related transactions while maintaining accurate records.

5. Employee Communication & Support:

• Develop and deliver clear communication about the ESOP plan, including eligibility, vesting schedules, and other essential details.
• Act as the primary contact for employee queries related to ESOPs, including those from overseas employees.
• Organize training sessions and workshops to enhance employees' understanding of the ESOP process, covering aspects such as plan details, grants, exercise, vesting, and required documentation.
• Maintain comprehensive documentation and FAQs on the companys ESOP platform for easy employee access.

6. Liaison with Secretarial Team:

• Collaborate with the secretarial and legal teams to ensure compliance with all regulatory and legal aspects of ESOP administration.
• Ensure an understanding of regulatory requirements, including FDI (FIRC, FCTRS).
• Provide support during board meetings, NRC meetings, and shareholder meetings on ESOP matters.
• Coordinate with the company secretary on share-related matters and required filings.

7. 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.

8. Compliance and Reporting:

• Ensure adherence to all statutory requirements, including periodic filings and reporting with RBI.
• Monitor changes in regulations and keep the ESOP framework updated.

9. 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.

Preferred candidate profile

• 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