Deputy Manager - HR ESOP Administration

Deputy Manager HR - ESOP Administration

Location Kurla, Mumbai

Note: We are open to considering candidates from HR Business Partner (HRBP), HR Operations, Payroll, Compensation & Benefits, and Total Rewards backgrounds, provided they have exposure to employee lifecycle processes, compliance, stakeholder management, and an interest in learning ESOP administration.

About the Role

We are looking for a Deputy Manager - ESOP Administration to support the administration and governance of the Employee Stock Ownership Plan (ESOP). The role involves managing ESOP grants, vesting, exercises, forfeitures, compliance activities, employee communication, and coordination with internal and external stakeholders to ensure seamless administration of the ESOP program.

Key Responsibilities

ESOP Administration & Transactions

• Manage ESOP grants, vesting schedules, exercises, and forfeiture processes.
• Ensure accurate documentation and processing of employee stock option transactions.
• Prepare and maintain reports related to ESOP allocations, vesting, exercises, and forfeitures.
• Coordinate with internal stakeholders to ensure smooth execution of ESOP-related activities.

ESOP Trust & Stakeholder Management

• Support administration of ESOP Trust activities, including fund management and share allocation.
• Liaise with external vendors, brokers, trust banks, and advisors for ESOP administration.
• Coordinate documentation requirements for domestic and overseas employees.
• Assist overseas employees with PAN, Demat account opening, and exercise-related documentation.

Employee Support & Communication

• Act as the primary point of contact for employee queries related to ESOPs.
• Conduct awareness sessions, workshops, and employee education programs on ESOPs.
• Maintain employee communication material, FAQs, and process documentation.

Compliance & Reporting

• Ensure compliance with applicable regulatory, statutory, and company requirements related to ESOP administration.
• Coordinate with Legal, Secretarial, Finance, and Compliance teams for filings and documentation.
• Support periodic audits and reporting requirements.
• Maintain accurate and audit-ready records of all ESOP transactions.

Record Management

• Maintain ESOP databases, transaction records, employee stock registers, and supporting documentation.
• Ensure data accuracy, confidentiality, and adherence to governance standards.

Key Stakeholders

Internal

• Human Resources
• Finance
• Compliance
• Employees
• Secretarial & Legal Teams

External

• ESOP Administration Vendors
• Brokers
• Trust Bank Account Representatives
• Consultants and Advisors

Education

• Bachelor's Degree in Human Resources, Business Administration, or related discipline.
• MBA, or relevant certifications will be an added advantage.

Experience

• 2-5 years of experience in ESOP Administration, Compensation & Benefits, HR Operations, Payroll, HR Shared Services, Employee Services, Total Rewards, or related HR functions.
• Experience in a listed company or exposure to equity-based compensation programs will be preferred.
• Prior experience coordinating with Finance, Legal, Compliance, and HR stakeholders.

Skills Required

• Strong stakeholder management and coordination skills.
• Good understanding of HR processes, compliance, and documentation.
• Excellent communication and employee-facing skills.
• Strong attention to detail and data accuracy.
• Ability to manage multiple activities within defined timelines.
• Proficiency in MS Excel and HR systems.
• Exposure to ESOP administration tools will be an added advantage.