Administrator – Share Plan Admin Team

ROLE OVERVIEW

PURPOSE OF JOB

The Stock Plan business in Germany was acquired by JTC Group from Gallagher in November 2024 and is in Russelsheim (in the Frankfurt neighbourhood), with plans soon to move closer to Frankfurt. You will be part of a European team with further offices in London, Edinburgh, and Bristol in the UK.  You will be supporting several significant German and North American clients driving operational delivery.

 The Administrator will report into the Manager within the Employee Solutions Share Plan Admin team. They will assist with the day-to-day service and administration of employee share plans for a range of clients, supporting the share plan administration team by delivering efficient and timely day to day service & administration.  Working in a team environment, they will also assist with any planned share plan admin scheduled events, or tasks associated with any project work or new client implementations.  In addition, the Administrator will be a day-to-day point of contact for these clients, the plan participants and the share plan admin platform provider and will assist in maintaining positive client and intermediary relationships.

The Team is client facing and as stated above, the candidate will support the share plan admin team, assisting in servicing clients, and the preparation of administration tasks for review as necessary.

 MAIN RESPONSIBILITIES AND DUTIES

• The day-to-day service and administration of employee share plans, such as trading & leaver processing via an online portal.
• Communicate with clients, plan participants, the share plan admin platform provider, trustees and brokers/custodians.
• Assist with the administration of scheduled share plan administration transactions & events, such as dividends, AGM’s, annual grant & vesting via an online portal.
• Acting upon trustee and client share plan instructions / decisions and prepare instructions for approval.
• Receipting share plan proceeds, processing payments to payrolls & participants via core JTC systems, and the recording & bookkeeping of these transactions where required.
• Utilising the share plan administration platform & maintaining/updating the platform as necessary.
• Assist in utilising the platform in the preparation and processing of vesting / release of shares, and coordinate with Client on accurate tax withholding or tax calculations, for update to platform as necessary.
• Assist in the facilitation of regular reporting to client via the online portal & assist with preparation of data for client regulatory and financial reports.
• Assist with any ad-hoc project work and new client take on, planning & timeline production.
• Ensuring all work is completed accurately, in a timely manner & adhering to any SLAs.
• Reducing risk of error by following set procedures & checklists and updating these where necessary.
• Adhere to Risk & Compliance procedures in relation to any regulatory requirements and AML Legislation.
• Adhere to all JTC Policies & Procedures and to JTC core values / expected behaviours.
• Any other duties as deemed necessary by Management.

ESSENTIAL REQUIREMENTS

• Administration experience desirable.
• Excellent telephone skills.
• Ability to work to tight deadlines and under pressure.
• High level of accuracy and attention to detail.
• German and English speaking to a high level, both verbal and written languages.

OUR COMMITMENT TO INCLUSION & WELLBEING

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.