Office Administrator

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 face and voice of Shepherd Financial as they are the first person clients and guests encounter, whether in person or over the phone.

Core Responsibilities

• Create a positive first experience for every client and guest, in person and on the phone, by greeting each person warmly, with a smile and genuine attentiveness.
• Answer and transfer incoming phone calls promptly and courteously.
• Maintain 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.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.
• Maintain conference rooms, ensuring they are clean, organized, and technology-ready for meetings.

• Manage day-to-day office operations, ensuring the office is clean, organized, and stocked with necessary supplies.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.
• Coordinate maintenance requests, copier support, and service calls as needed.
• Create UPS shipping labels and assist with mailing and shipping needs.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.
• Cook up and serve food and beverages for meetings, including ordering catering or refreshments as needed.

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

Position Expectations

• Demonstrates strong organizational skills and attention to detail, ensuring the office operates smoothly and professionally each day.
• Bridges the gap between the front desk and the rest of the office, bringing genuine warmth and hospitality to every interaction with clients, guests, and employees.
• 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.

Compensation & Benefits

• Salary plus firm wide revenue sharing program and discretionary year-end performance bonus.
• Incentive bonuses for client referrals of new, annualized recurring revenue.
• Paid time off (Holidays, PTO, Volunteer days), 401(k) match, and medical, term life, and disability insurance.

• Additional benefit options: dental, vision, voluntary life, critical illness and accident, LifeLock.