Shepherd Financial LLC
Distribution Specialist & Office Administrator
Shepherd Financial LLC, Carmel, Indiana, United States, 46033
Job Type
Full-time
Description
About Shepherd Financial & Shepherd Plan Partners
Founded in 2015, 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. Our vision is to grow in a meaningful way, becoming a nationally recognized name as a trusted financial partner and industry leader.
Established in 2023, Shepherd Plan Partners is our most recent service expansion, created to enhance the quality of care we provide to our unbundled retirement plan clients. Shepherd Plan Partners is a third-party administration (TPA) firm specializing in the design, implementation, and ongoing administration of employer-sponsored retirement plans. We provide expert support in plan document preparation, compliance testing, contribution calculations, and government filings. Our team works closely with plan sponsors, financial advisors, and recordkeepers to ensure plans remain compliant, efficient, and aligned with organizational goals. With a focus on accuracy, responsiveness, and strategic guidance, Shepherd Plan Partners adds value by helping employers manage plan complexity and deliver a high-quality retirement benefit to their employees.
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 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 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 Distribution Specialist & Office Administrator plays a dual role in supporting retirement plan operations for Shepherd Plan Partners and front office administration for Shepherd Financial. Approximately 70% of this position focuses on processing and coordinating retirement plan distributions, ensuring accuracy, timeliness, and compliance with regulatory requirements. The remaining 30% of the role provides front desk and office administration support, serving as the first point of contact for guests, managing incoming calls, and ensuring the office environment is organized and welcoming.
This position requires a detail-oriented and client-focused individual who can manage sensitive financial information with accuracy, while also providing a professional and positive presence at the front desk.
Role Objectives
The Distribution Specialist & Office Administrator ensures retirement plan distributions are processed accurately and efficiently, maintaining compliance with firm policies and regulatory standards. This role also supports the smooth functioning of the office by handling administrative tasks, greeting guests, and maintaining a clean and professional environment. Success in this role is measured by accuracy and timeliness of distribution processing, consistency in delivering high-quality client service, and reliability in keeping office operations running smoothly.
Requirements
Core Responsibilities
Retirement Plan Distribution Support (70%)
• Manage the processing of all distribution requests including termination, rollovers, in-service withdrawals, force-outs, and other participant transactions.
• Ensure accuracy and compliance with firm policies, plan rules, and regulatory requirements.
• Ensure all distributions are accurately recorded and tracked in the appropriate systems.
• Research and resolve any discrepancies in cash movements, participant balances, or reconciliation differences in a timely manner.
• Learn to utilize various retirement plan platforms to process distributions, ensuring transactions are accurately recorded and tracked.
• Communicate with plan sponsors, participants, and internal team members to gather required documentation and resolve issues.
• Maintain confidentiality and safeguard sensitive financial and personal information.
• Maintain a high level of client service and professionalism in all interactions.
• Assist with special projects related to retirement plans as assigned.
Office Administration (30%)
• Serve as the first point of contact by greeting office visitors.
• Answer and transfer incoming phone calls.
• Handle office shipping and mailing needs, including creating UPS labels and preparing packages.
• Coordinate office maintenance requests.
• Manage office supply inventory and place orders as required.
• Maintain kitchen cleanliness, including unloading the dishwasher and wiping down surfaces.
• Assist with meeting preparation by creating sign-in sheets and folding resource guides.
• Coordinate office lunches as requested.
• Support general office operations and contribute to a positive, professional office environment.
Position Expectations
• Bachelor's degree or equivalent experience preferred
• 1-3 years of experience in financial services, retirement plan administration, or office administration
• Strong attention to detail and accuracy in handling financial transactions and records
• Excellent organizational skills with the ability to balance multiple responsibilities and deadlines
• Strong written and verbal communication skills with a client-focused mindset
• Proficiency in Microsoft Office Suite; experience with retirement recordkeeping platforms a plus
• Ability to learn and use multiple retirement plan recordkeeping platforms
• Professional and courteous demeanor when interacting with clients, guests, and team members
• Ability to handle sensitive financial and personal data with confidentiality and discretion
• Reliability in maintaining office operations and supporting team needs
• Compliance with Shepherd Financial's internal policies
• Work 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-based salary enhancement for referrals of new annualized recurring revenue from either retirement plans or wealth management
• 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
Full-time
Description
About Shepherd Financial & Shepherd Plan Partners
Founded in 2015, 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. Our vision is to grow in a meaningful way, becoming a nationally recognized name as a trusted financial partner and industry leader.
Established in 2023, Shepherd Plan Partners is our most recent service expansion, created to enhance the quality of care we provide to our unbundled retirement plan clients. Shepherd Plan Partners is a third-party administration (TPA) firm specializing in the design, implementation, and ongoing administration of employer-sponsored retirement plans. We provide expert support in plan document preparation, compliance testing, contribution calculations, and government filings. Our team works closely with plan sponsors, financial advisors, and recordkeepers to ensure plans remain compliant, efficient, and aligned with organizational goals. With a focus on accuracy, responsiveness, and strategic guidance, Shepherd Plan Partners adds value by helping employers manage plan complexity and deliver a high-quality retirement benefit to their employees.
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 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 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 Distribution Specialist & Office Administrator plays a dual role in supporting retirement plan operations for Shepherd Plan Partners and front office administration for Shepherd Financial. Approximately 70% of this position focuses on processing and coordinating retirement plan distributions, ensuring accuracy, timeliness, and compliance with regulatory requirements. The remaining 30% of the role provides front desk and office administration support, serving as the first point of contact for guests, managing incoming calls, and ensuring the office environment is organized and welcoming.
This position requires a detail-oriented and client-focused individual who can manage sensitive financial information with accuracy, while also providing a professional and positive presence at the front desk.
Role Objectives
The Distribution Specialist & Office Administrator ensures retirement plan distributions are processed accurately and efficiently, maintaining compliance with firm policies and regulatory standards. This role also supports the smooth functioning of the office by handling administrative tasks, greeting guests, and maintaining a clean and professional environment. Success in this role is measured by accuracy and timeliness of distribution processing, consistency in delivering high-quality client service, and reliability in keeping office operations running smoothly.
Requirements
Core Responsibilities
Retirement Plan Distribution Support (70%)
• Manage the processing of all distribution requests including termination, rollovers, in-service withdrawals, force-outs, and other participant transactions.
• Ensure accuracy and compliance with firm policies, plan rules, and regulatory requirements.
• Ensure all distributions are accurately recorded and tracked in the appropriate systems.
• Research and resolve any discrepancies in cash movements, participant balances, or reconciliation differences in a timely manner.
• Learn to utilize various retirement plan platforms to process distributions, ensuring transactions are accurately recorded and tracked.
• Communicate with plan sponsors, participants, and internal team members to gather required documentation and resolve issues.
• Maintain confidentiality and safeguard sensitive financial and personal information.
• Maintain a high level of client service and professionalism in all interactions.
• Assist with special projects related to retirement plans as assigned.
Office Administration (30%)
• Serve as the first point of contact by greeting office visitors.
• Answer and transfer incoming phone calls.
• Handle office shipping and mailing needs, including creating UPS labels and preparing packages.
• Coordinate office maintenance requests.
• Manage office supply inventory and place orders as required.
• Maintain kitchen cleanliness, including unloading the dishwasher and wiping down surfaces.
• Assist with meeting preparation by creating sign-in sheets and folding resource guides.
• Coordinate office lunches as requested.
• Support general office operations and contribute to a positive, professional office environment.
Position Expectations
• Bachelor's degree or equivalent experience preferred
• 1-3 years of experience in financial services, retirement plan administration, or office administration
• Strong attention to detail and accuracy in handling financial transactions and records
• Excellent organizational skills with the ability to balance multiple responsibilities and deadlines
• Strong written and verbal communication skills with a client-focused mindset
• Proficiency in Microsoft Office Suite; experience with retirement recordkeeping platforms a plus
• Ability to learn and use multiple retirement plan recordkeeping platforms
• Professional and courteous demeanor when interacting with clients, guests, and team members
• Ability to handle sensitive financial and personal data with confidentiality and discretion
• Reliability in maintaining office operations and supporting team needs
• Compliance with Shepherd Financial's internal policies
• Work 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-based salary enhancement for referrals of new annualized recurring revenue from either retirement plans or wealth management
• 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