ESOP Administrator

JOB TITLE: ESOP Administrator

DEPARTMENT: ESOP Services

REPORTS TO: 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 ESOP Administrator is responsible for the accurate and timely recordkeeping and administration of ESOP and KSOP plans, including compliance testing and analysis of plan provisions in accordance with individual plan documents. This role manages project work within established deadlines, performs detailed compliance reviews, and prepares high-quality data reports for internal quality review. The position requires a strong commitment to client service, collaboration with internal teams and external professionals, and ongoing professional development in ESOP administration. Success in this role demands exceptional attention to detail, accountability, and the ability to effectively manage multiple priorities in a deadline-driven environment.

Position Details

• Location: In-office position based in Appleton, Wisconsin
• 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 peak periods.
• Experience Level: 2 years experience administering ESOPs or 401(k)s
• Travel: For personal or professional development

Key Accountabilities

Essential duties include, but are not limited to:

• Responsible for individual production results as well as contributions to busy season performance goals established for the ESOP Services team.

• Monitor the completion of critical reports and filings with ESOP timeline tools to ensure client expectations are met.
• Determine plan eligibility for employee participants based on established plan provisions, allowing them the opportunity to receive contribution allocations.
• Maintain historical data for accurate reporting of account forfeitures, vesting, diversification opportunity, and other quantitative measures required by the Plan.
• Report investment account activity occurring within the ESOP trust or accrued for the reporting period.
• Track ESOP asset transactions including share accounts and other investments.
• Properly identify dividends and costs attributing to individual share accounts.
• Provide required updates to participants with individual statements and disclosures.
• Review projects completed by peers for accuracy and comprehensiveness according to quality assurance standards.
• Allow participants to take distributions from the plan, when appropriate, by processing customized diversification and/or request for benefit election forms.
• Prepare individual compliance testing reports within ESOP specific, standard Internal Revenue Service, and Department of Labor, rules and regulations.
• Work with and assist with testing ESOP Partners’ proprietary and vendor partner software to decrease workarounds and increase efficiency for end users.
• Ensure ERISA regulatory reporting is completed in a timely manner.
• Operates as the assigned contact for a caseload of plans.
• Consistently perform all duties in alignment with ESOP Partners’ Core Values

Qualifications

Knowledge and Skills

• Strong understanding of ESOP and KSOP plan administration, including recordkeeping and compliance testing
• Knowledge of ERISA, IRS, and Department of Labor regulations related to qualified retirement plans
• Ability to interpret and apply plan documents accurately
• High level of attention to detail and analytical skills
• Strong organizational and time management skills with the ability to manage multiple deadlines
• Proficiency in Microsoft Excel and other data management/reporting tools
• Ability to prepare accurate, audit-ready reports and supporting documentation
• Strong written and verbal communication skills
• Client service mindset with the ability to build and maintain professional relationships
• Ability to work independently while collaborating effectively with internal teams

Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred
• 2–5 years of experience in ESOP administration required. 
• Experience working with qualified retirement plans and compliance testing required
• Experience in a deadline-driven, client-service environment preferred

Certifications / Licenses (if applicable)

• Qualified 401(k) Administrator (QKA) or similar retirement plan credential preferred
• Commitment to ongoing professional education in ESOP and qualified plan administration

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 assigned responsibilities and production metrics
• Adherence to ESOP Partners’ Core Values
• Effectiveness of communication and collaboration