Office Administrator at SHEPHERD FINANCIAL

Description

About Shepherd Financial

Shepherd Financial is an independent firm, utilizing a thorough and highly efficient team approach to retirement plan consulting and wealth management. Our mission is helping people and companies thrive through empowered financial solutions. We implement a holistic view of individual wealth management, creating strategies to help our clients grow, protect, and transfer their assets. Our financial wellness programs enable retirement plan participants to prepare and retire on their terms, while our proven process provides consistent engagement, encouragement, and helpful resources to instill confidence and effectively transform financial behavior. Our vision is to grow in a meaningful way, becoming a nationally recognized name as a trusted financial partner and industry leader.

While we are proud of the work we do, it is clearly fueled by the team we have built. It is evident our team structure and environment set us apart in this industry. Each Shepherd Financial team member is invested in the well-being of others, offering support and assistance in any way possible. We genuinely care for one another, and that ultimately extends to every client and participant we serve.

Our Core Values

Integrity: We thoughtfully serve our clients and one another with trusted, dedicated, and highly responsive care.

Service: We regularly and generously share our time, expertise, and money to positively impact the well-being of our clients, community, and one another

Empathy: We genuinely value people, honor their unique experiences and capabilities, and create inclusive, collaborative environments.

Innovation: We are engaged and passionately curious, generating creative and flexible solutions for our clients and team.

Quality: We provide consistent service and resources, offering unmatched value and accountability to our clients and the financial industry.

Growth: We intentionally seek opportunities to learn, develop, and flourish, emphasizing individual and team health.

Position Description

The Office Administrator plays a vital role in ensuring the smooth and professional operation of Shepherd Financial’s main office. This individual is the first point of contact for guests, clients, and team members, providing exceptional customer service and day-to-day support across multiple areas of the business. The Office Administrator manages front desk operations, coordinates office logistics, assists with company events, and supports internal administrative functions such as ordering supplies and gifts.

The ideal candidate is organized, dependable, and detail-oriented, with a proactive mindset and a strong ability to manage multiple priorities. They take pride in creating a welcoming environment and ensuring that office operations run efficiently and effectively. 

Role Objectives

The Office Administrator’s primary objective is to maintain a professional, organized, and well-functioning office environment. Success in this role is defined by reliable execution of daily office duties, responsiveness to team and client needs, and the ability to anticipate and address operational issues before they arise.

This position also supports internal communication and coordination, ensuring the office reflects   Shepherd Financial’s brand and values in all client-facing and employee interactions. The Office Administrator will balance ongoing administrative responsibilities with ad hoc tasks and requests from the leadership and operations teams.

Requirements

Core Responsibilities

Front Desk & Client Experience

· Serve as the first point of contact for all guests and clients, greeting them warmly and ensuring a professional and welcoming experience.

· Answer and transfer incoming phone calls promptly and courteously.

· Monitor the Shepherd Financial general email inbox, ensuring messages are directed to the appropriate team member or handled in a timely manner.

· Manage front desk coverage, including voicemails and custom greetings for office closures.

· Coordinate food and beverage setup for meetings, including ordering catering or refreshments as needed.

· Maintain conference rooms, ensuring they are clean, organized, and technology-ready for meetings.

Office Operations & Facilities Support

· Manage day-to-day office operations, ensuring the office is clean, organized, and stocked with necessary supplies.

· Coordinate maintenance requests, copier support, and service calls as needed.

· Create   UPS shipping labels and assist with mailing and shipping needs.

· Coordinate rental car reservations, catering orders, and other travel or logistical needs for employees and visitors.

Administrative & Team Support

· Provide administrative support for client events, including materials preparation.

· Assist with ordering and tracking client gifts.

· Collaborate with Operations, Marketing, and Wealth/Retirement team to ensure smooth coordination of office activities and events.

Position Expectations

· Demonstrates strong organizational skills and attention to detail, ensuring the office operates smoothly and professionally each day.

· Provides excellent customer service to clients, guests, and employees, representing Shepherd Financial’s values in every interaction.

· Communicates clearly and professionally across all levels of the organization.

· Manages multiple tasks and shifting priorities with a calm, solutions-oriented approach.

· Takes initiative to identify and address office or process needs before they become issues.

· Maintains confidentiality and discretion when handling sensitive information.

· Proactively supports team members and contributes to a positive, collaborative office culture.

· Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

· Displays flexibility and adaptability to assist with special projects, events, and ad hoc requests.

· Complies with Shepherd Financial’s internal policies and professional standards.

· Works out of Shepherd Financial’s Carmel, IN office from 8:00-4:30 PM, Monday-Friday.