Stock Plan Administrator Job Description

Stock Plan Administrator Job Description

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Stock plan administrator provides support to employees, Section 16 officers and outside Directors questions regarding equity plans, grants and stock plan administration system.

Stock Plan Administrator Duties & Responsibilities

To write an effective stock plan administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included stock plan administrator job description templates that you can modify and use.

Sample responsibilities for this position include:

Ensures compliance with all global tax laws & withholding requirements, and related requirements, and will stay updated on the changing regulatory and payroll tax environment
Calculating and maintaining tax withholding and rates
Assist in the preparation and processing of vesting and release of restricted stock units, and coordinate with US and International Payroll on accurate tax withholding true-up via payroll
Generate recurring reports for multiple internal and external corporate partners (e.g., HR, Payroll, Tax, Finance, Accounting, ), and respond timely to ad hoc data requests from business partners
Assist in the preparation and processing of quarterly vesting and release of restricted stock units, and coordinate with US and International Payroll on accurate tax withholding true-up via payroll
Reviewing share and money movement transactions, any changes to the client's account (title, address)
Verifying the accuracy of the request, confirming that there are no fraud concerns, and confirming that the client has the shares/money available, if a transfer is being completed
Most of the day is spent reviewing and approving transactions
Assist in tracking trends and errors by Operations professionals, and will provide some limited assistance with coaching and feedback
Maintain equity plan database

Stock Plan Administrator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Stock Plan Administrator

List any licenses or certifications required by the position: CEP, W-9, ESPP, W-8BEN, E*TRADE

Education for Stock Plan Administrator

Typically a job would require a certain level of education.

Employers hiring for the stock plan administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Finance, Accounting, Business, Education, Human Resources, MBA, Economics, Administration, Financial Services, Finance/Accounting

Skills for Stock Plan Administrator

Desired skills for stock plan administrator include:

Global taxation of equity compensation
Inside trading rules and proficient in Section 16 filings
Excel
Global taxation
Microsoft Excel and general Word
ASC718 concepts
Experience working with Fidelity PSW highly
Tax
Various types of equity awards and programs across multiple jurisdictions
Areas of equity plans administration

Desired experience for stock plan administrator includes:

Certified Equity Professional (CEP) designation
Conduct analyses on a broad range of compensation projects, including financial analysis of compensation programs and initiatives
Familiarity with common types of annual and long-term incentive vehicles, SEC disclosures such as Proxy statements
Develop tools, templates and provide analytical support as needed
Maintain ongoing contact with Client Managers, Stock Plan Directors and their staff
Implement and monitor internal controls for audit purposes

Stock Plan Administrator Examples

1

Stock Plan Administrator Job Description

Job Description Example
Our growing company is looking for a stock plan administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for stock plan administrator
  • As a member of the Total Rewards Team, this role will be responsible for the day to day administration of our global equity programs, including recordkeeping, reporting, compliance and reconciliation
  • Communicates plan provisions to employees and resolves employee issues or concerns according to established plan rules
  • Work with the Stock Plan Administrator to facilitate grants to Directors, Executives and other participants
  • Assist new and existing participants with general inquiries including account information, website navigation, grant acknowledgements, ESPP enrollment, option exercises and restricted stock unit vesting
  • Perform monthly, quarterly and yearly reconciliation of records between HR, Payroll, Finance and Legal
  • Coordinate with the Stock Plan Administrator on communication materials to participants on grant acceptance, ESPP enrollment, disqualified disposition and vesting
  • Support to the compensation team with the administration of sales commission plans and reward and recognition programs
  • Prepare daily cash position, initiate electronic payments, invest excess funds or process redemptions
  • Act as lead system administrator for treasury workstation/bank portals
  • Analyze bank fees and suggest service and account efficiencies
Qualifications for stock plan administrator
  • Process materials for upload into e*Trade’s Equity Edge
  • Ensure the integrity of all files and electronic databases related to equity administration
  • Create content updates and deliver training, informational and educational materials on stock programs
  • Administer the day to day activities related to our equity compensation program
  • Prepare monthly equity compensation expense valuation package
  • Work with Accounting and Payroll to ensure that stock option exercises and employee stock purchase deductions are recorded appropriately
2

Stock Plan Administrator Job Description

Job Description Example
Our company is looking for a stock plan administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for stock plan administrator
  • Generate recurring reports for multiple internal and external corporate partners (e.g., HR, Payroll, Tax, Finance, Accounting, ), and respond to ad-hoc data requests on a timely basis
  • Administering all aspects of the equity programs, including maintenance of data (e.g., new hires, terminations, ) in the equity system, and managing all participant equity plan transactions (grants, exercises, releases, forfeitures, ) are correctly processed and settled in a timely manner
  • Acting as an Equity Administration resource to participants, internal and external business partners providing them with complete and accurate information
  • Performing routine audits to ensure that all data (grants, exercises, releases, forfeitures, ) have been processed timely and correctly
  • Assist with all other ad hoc project and responsibilities that may arise
  • The Jr
  • Assist in the coordinating and communicating equity plan updates and guidance - Conduct training's in person, via phone and video
  • Assist in administering Global ESPP- includes updating current educational documents
  • Prepare Section 16b filings and track beneficial ownership
  • Manage integrity of company’s stock database to ensure that the equity database reflects the most updated information
Qualifications for stock plan administrator
  • Bachelor’s degree in business, finance or similar field
  • Experience with Equity Edge Online a plus
  • Flexibility and team-oriented
  • Maintain strict confidentiality of individual and corporate level equity information
  • Prefer experience on Fidelity Stock Plan Services platform
  • CEP Level one preferred
3

Stock Plan Administrator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of stock plan administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for stock plan administrator
  • Ensure compliance with all domestic laws for income and tax withholdings for options, restricted stock and ESPP
  • Manage new option stock grants, exercise, cancellations, and terminations, including electronic systems that enable such transaction
  • Assist in preparing custom reports for and reconciliations between Fidelity platform data and reported data for quarterly and annual SEC filings Form 10-Qs and 10-Ks, and proxy statements
  • Compile data for Compensation Committee reporting, proxy, and annual report
  • Serve as principal liaison with HR, Payroll, Finance and Legal on all stock award matters
  • Manage vendor relationships, including transfer agent and broker
  • Prepare quarterly, annual and ad hoc reports for HR, Finance, Legal and Payroll, as required
  • Manage and respond to all employee inquiries, communications regarding stock plans, Fidelity accounts and employee education
  • Assist the Legal Department with maintenance and filing Rule 144 paperwork and Form 4s in a timely manner
  • Assist with internal and external audits and investigations relating to stock matters
Qualifications for stock plan administrator
  • Prior stock administration experience, and experience with Equity Edge Online preferred (but not required)
  • 2-3 years of executive compensation experience with medium to large publicly traded companies
  • Ability to multi-task and juggle several projects and requests with exceptional time management skills
  • Proven ability to effectively use data management tools
  • Remain current on regulatory developments and changes for stock plan administration
  • Enter monthly terminations
4

Stock Plan Administrator Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of stock plan administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for stock plan administrator
  • Process new equity awards
  • Work with internal and external auditors and corporate Finance team for quarterly reviews, year-end audits, ensure that internal controls and procedures are followed to satisfy periodic review of compliance with Sarbanes-Oxley
  • Maintain relationships with multiple international payroll and financial contacts for purposes of equity reporting
  • Perform reconciliation of records between Stock Administration, HR, and Payroll
  • Develop and maintain internal Stock Plan Services website
  • Creation of journal entries, reconciliation of general ledger accounts related to stock admin
  • Assist with share dilution calculation, stock holder’s equity roll forward and plan reconciliation
  • Work with internal and external auditors and worldwide Finance team for quarterly reviews, year-end audits, ensure that tight internal controls are in place and procedures are followed to satisfy periodic review of compliance with Sarbanes-Oxley
  • Assist in administering semi-annual ESPP purchases, handle activity during open enrollment periods, and monitor and communicate contribution changes to Payroll at the beginning and during each offering
  • Manage desktop procedures manual, calendars, ensure all information remains current and consistent
Qualifications for stock plan administrator
  • Minimum of one year experience in equity compensation (CEP Level I a plus)
  • Experience with equity compensation platforms (Equity Edge Online knowledge a plus)
  • General knowledge of HRIS systems (Workday knowledge a plus)
  • 4-6 years experience in stock administration at a public company
  • Experience with Employee Stock Purchase Plans a plus
  • 4+ years of customer service experience in dealing with corporate clients, benefits, finance, accounting, and/or brokerage environment, preferred
5

Stock Plan Administrator Job Description

Job Description Example
Our company is looking to fill the role of stock plan administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for stock plan administrator
  • Administering all aspects of the equity programs, including maintenance of data (e.g., new hires, terminations, ) in the equity system, and ensuring all participant equity plan transactions (grants, exercises, releases, forfeitures, ) are correctly processed and settled in a timely manner
  • Acting as a resource for participants and internal and external business partners providing them with complete and accurate stock plan administration information
  • Representing the equity program(s) in all communications with external vendor partners and internal partners in other departments, Board members, and eligible participants, answering questions and proactively leading communication efforts for program(s)
  • Provide Finance monthly stock compensation expense budget and forecasting compensation expense as needed
  • Be responsible for data accuracy and reporting of all proxy disclosures and SEC filings
  • Provide support for other ad hoc analyses and projects as needed
  • Ensure efficient, timely, and accurate processing of stock options, RSU's, exercises, restricted stock releases, terminations and cancellations, and the processing of leave of absence vesting suspensions
  • Handle administration of the Employee Stock Purchase Plan (ESPP) with semi-annual enrollment and purchases
  • Handle required reconciliations to ensure accuracy of the equity plans and programs
  • Ensure the proper taxation is applied to all equity exercises and releases
Qualifications for stock plan administrator
  • Experience with the UBS EPAS system is a plus
  • Minimum six (6) years of equity plan administration experience with at least 3 years at a public company
  • CEP certification is a plus and experience with stock-based compensation expense calculations and SOX controls is highly desirable but not required
  • Self-motivation, enthusiasm, and an ability to work independently and in a team environment
  • B.A or B.S Degree required with an emphasis in Finance or Accounting strongly preferred
  • Experience with Equity Edge Online and E*TRADE brokerage platform a plus

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