Senior ESOP Administrator

SENIOR ESOP ADMINISTRATOR

JOB TITLE:               Senior ESOP Administrator

DEPARTMENT:         ESOP Services

SUPERVISOR:          Director of ESOP Services

About ESOP Partners, Inc.

ESOP Partners, Inc. is a third-party administration and consulting firm dedicated to providing a liquid business transition solution for owners of closely held businesses through the establishment, maintenance, and sustainability of Employee Stock Ownership Plans (ESOPs). Our mission is to maximize the financial and cultural benefits of employee ownership by helping ESOP companies build strong, informed, and engaged employee ownership cultures.

We aspire to be nationally recognized as the leading ESOP firm in the country. We pursue this vision through our Core Values:

• Seek to Understand – We identify the underlying reasons behind questions and actions and take ownership of continuous learning and improvement.
• Manage Expectations – We proactively communicate clear, specific, and achievable objectives to create alignment and accountability.
• Collaborate – We work together through constructive discussion and teamwork to achieve win-win outcomes.
• Get Things Done – We prioritize, organize, and execute efficiently to deliver accurate and timely results.
• Practice Professional Skepticism – We apply a questioning mindset to objectively analyze information for quality and accuracy.
• Exhibit Mental Strength – We manage challenges with professionalism, resilience, and a solutions-oriented attitude.

Position Summary

The Senior ESOP Administrator is responsible for the overall administration, compliance, and client service delivery for Employee Stock Ownership Plans (ESOPs). This role serves as the primary point of contact for assigned clients, ensuring accurate plan recordkeeping, regulatory compliance, and timely completion of annual administration requirements. The Senior ESOP Administrator provides technical expertise related to ERISA, IRS, and DOL regulations, oversees plan allocations and distribution processing, reviews valuation reports, and prepares required filings and participant communications. This position also plays a key role in mentoring junior team members, improving internal processes, and supporting cross-functional collaboration with valuation, consulting, and compliance teams. Success in this role requires strong technical knowledge of ESOP plan design and administration, exceptional attention to detail, client-focused communication skills, and the ability to manage multiple deadlines in a fast-paced environment.

Position Details

• Location: Remote Eligible (WI, MI, GA, NC, IA)

• • Must be able to provide and maintain a distraction-free and professional work environment and meet our minimum high-speed internet connection standards.

• Position Type: Full-time | Exempt
• Work Schedule: This role has a seasonal workload and requires the ability to work more than 45 hours per week during the peak period of January through May annually.
• Experience Level: Minimum of 7 years’ recent hands-on ESOP administration and record-keeping experience, including direct client management.
• Travel:
  • Required travel to Appleton, WI for 2-3 weeks of orientation and training.
  • Ongoing travel to Appleton, WI for one full week each quarter.

Key Accountabilities

ESOP Plan Administration & Compliance

• Contribute to overall ESOP Administration team production goals while maintaining high standards of accuracy, efficiency, and client service.
• Oversee and execute critical ESOP administrative functions, ensuring junior staff complete assigned responsibilities in accordance with established quality control procedures.
• Monitor completion of required reports and regulatory filings using internal ESOP timeline tools to ensure deadlines and client expectations are consistently met.
• Determine participant eligibility in accordance with plan provisions and ensure accurate allocation of employer contributions.
• Maintain and validate historical participant data to ensure accurate processing of forfeitures, vesting, diversification eligibility, and related plan events.
• Track and report ESOP trust activity, including stock transactions, dividends, and share account activity, ensuring accurate attribution to participant accounts.
• Prepare and distribute participant statements, required notices, and disclosures in compliance with ERISA and applicable regulations.
• Administer participant distributions, including preparation of customized diversification elections and benefit election documentation.
• Perform compliance testing to ensure plans adhere to ESOP-specific requirements as well as applicable IRS and DOL regulations.
• Ensure timely and accurate completion of ERISA-related regulatory reporting and annual filing requirements.

Quality Control & Process Improvement

• Apply established quality control standards to all client deliverables and mentor junior administrators to strengthen technical accuracy and consistency.
• Partner in the ongoing enhancement and testing of proprietary administration software (ESOP Revolution) to improve system functionality, reduce manual workarounds, and increase operational efficiency.

Client Consulting & Advisory Services

Provide ESOP administration and consulting services to new and existing clients, including but not limited to:

• Repurchase Liability Studies
• Distribution Policy consulting
• ESOP Plan Design support
• ESOP-related accounting guidance
• Corporate governance advisory
• ESOP culture and communication strategy
• Participant education and training

Professional Development & Industry Engagement

• Maintain and expand ESOP technical expertise through participation in industry conferences, seminars, and continuing education opportunities.

Qualifications

Knowledge and Skills

• Advanced knowledge of Employee Stock Ownership Plan (ESOP) administration, including plan allocations, distributions, diversification, repurchase liability, and stock transaction tracking.
• Strong understanding of ERISA, Internal Revenue Service (IRS), and Department of Labor (DOL) regulations applicable to qualified retirement plans and ESOPs.
• Working knowledge of ESOP accounting principles and corporate governance considerations.
• Ability to interpret plan documents and apply provisions accurately to participant data and compliance testing.
• Advanced proficiency in Microsoft Excel, with the ability to analyze and reconcile complex data sets.
• Strong analytical skills with exceptional attention to detail and accuracy.
• Ability to manage multiple client engagements, prioritize competing deadlines, and meet production targets in a fast-paced environment.
• Effective client communication skills, including the ability to explain complex ESOP concepts clearly and professionally.
• Leadership skills with the ability to mentor junior staff and enforce quality control standards.
• Commitment to continuous learning and professional development within the ESOP industry.

Education and Experience

• Minimum of 7 years recent hands-on ESOP administration experience.
• Bachelor’s degree in Accounting, Math, Finance, Economics, Business Administration, or a related field is preferred.
• Basic Accounting knowledge.

Certifications / Licenses

• QPA or QKA certification preferred or in progress

• Remote Candidates: Valid Driver’s License
  

Physical and Cognitive Requirements

• Ability to sit for extended periods and work at a computer
• Ability to analyze complex information and exercise sound judgment
• Ability to maintain focus and accuracy in a deadline-driven environment

Performance Expectations

Performance in this role will be evaluated based on:

• Accuracy, quality and timeliness of work product
• Accountability and ownership of meeting production hours goals
• Adherence to ESOP Partners’ Core Values
• Effectiveness of professional communication and collaboration