Office Administrator

Office Administrator

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. A warm greeting, genuine smile, and an attentive, professional presence set the tone for every client relationship. Beyond the front desk, the Office Administrator provides exceptional customer service and day-to-day support across multiple areas of the business.

The ideal candidate is naturally warm and personable, as well as 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.

Core Responsibilities

Front Desk & Client Experience

• 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.
• 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.
• Brings 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
• Financial support for professional accreditation/license fees and continuing education