A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
About Us Kittle Property Group develops, builds, and manages affordable and conventional apartment communities that strengthen neighborhoods and expand access to quality housing. Headquartered in Indianapolis, Indiana, and led by President and CEO Jeffrey L. Kittle, we're proud to be recognized for our impact and growth in affordable housing. Kittle Property Group is ranked 2nd overall in the national Top 50 Affordable Housing Developers of 2026 list by Affordable Housing Finance. This recognition reflects our commitment to delivering high-quality communities and long-term value for residents, partners, and the neighborhoods we serve. Position Overview As the Administrator of Operations - PBS8, you'll be accountable for implementing and maintaining on-site
HUD PBS8
Programs and Guidelines across the portfolio. You'll support property management teams by ensuring accurate and timely monthly housing assistance payments, managing key HUD and Rural Development submissions, and helping prepare for MOR and REAC audits and reviews. You'll also serve as a subject matter expert in HUD Requirements, providing training and guidance across both corporate and on-site teams. This role is exempt, reports to the Regional Vice President over 50059 Properties, and does not have direct supervisory responsibilities. Key Responsibilities You'll play a critical role in HUD Section 8 compliance, operational accuracy, and training support, including: HUD, TRACS, and monthly submission management Ensure timeliness and accuracy of all monthly submissions for monthly housing assistance payments Complete 50059 pre and post HAP audit processes in Yardi related to resident billing, repayment, special claims, and HAP voucher activity Manage the processing and submission of HUD Rent Schedules and OCAF, and support proper program notifications Must be able to support HAP Voucher processes submitted via TRACS Agency coordination and correspondence Manage preparation of property management correspondence with HUD and Rural Development Agencies in conjunction with the Regional Manager Process all monthly USDA and Rural Development submissions to support timely receipt of rental payments Compliance, audits, and corrective action Proactively pursue updates to changes in Regulatory Agency Program Requirements Assist KPG Compliance with preparation and coordination of MOR and REAC audits, reviews, requests, and inspections, including facilitating and providing required information Conduct preliminary audits related to
MOR, REAC
requests, inspections, and other compliance needs on existing sites Monitor implementation and execution of corrective actions based on preliminary audit findings Training and subject matter expertise Assist the Operations Training Team and Compliance in implementing HUD-related forms, procedures, manuals, and updates Proactively develop and provide training on HUD programs with support from the Operations Training Team Proactively develop and provide training on HUD Special Claims with support from the KPG Accounting Department and Director of Compliance Serve as a subject matter expert for training on HUD Requirements at both corporate and on-site levels Systems, onboarding, and resident ledger support Coordinate acquisition onboarding for new developments with Development and Management to ensure timely HUD files and property setup Act as one of two KPG EIV Coordinators and complete all responsibilities associated with that designation Reconcile and complete resident ledger adjustments as needed Perform other duties as assigned Qualifications Required Minimum 5 years of HUD programs experience, with strong Section 8 experience Previous experience submitting HAP Voucher payments via TRACS High school diploma or equivalent Proficiency in Excel, Word, Outlook, and PowerPoint Proficiency in Maxx vault, MINC, TRACS, and EIV Multiple years of Yardi experience required Strong time management skills and attention to detail COS and STAR designation required Commitment to continuing education related to Section 42, Rural Development, HUD, and Fair Housing Preferred LIHTC experience (Section 42) HCCP designation Join Us If you bring deep HUD Section 8 knowledge, TRACS and EIV expertise, and you enjoy training, process improvement, and compliance support, this is a role where you can make a meaningful impact. Apply to join Kittle Property Group and help us continue delivering quality communities and expanding access to housing across the neighborhoods we serve.
