Administrator of Operations (PBS8)

Kittle Property Group; Indianapolis (IN); On-site; USD 65,000 - 95,000; Full time

Job summary

Kittle Property Group in Indianapolis, IN, seeks an Administrator of Operations – PBS8 to implement HUD PBS8 programs across the portfolio. You will oversee monthly housing assistance payments, TRACS submissions, and MOR/REAC audit preparation, acting as a HUD subject matter expert for corporate and site teams.

The role requires strong knowledge of Section 42 programs, plus experience with HAP processing, TRACS, and Yardi; on-site coordination with property management teams is essential.

Qualifications

• Minimum 5 years of HUD programs experience with strong Section 8 background.
• Experience submitting HAP Voucher payments via TRACS.
• High school diploma or equivalent required.
• Proficiency in Excel, Word, Outlook, and PowerPoint.
• Proficiency in Maxx Vault, MINC, TRACS, and EIV; Yardi experience preferred.

Responsibilities

• HUD, TRACS, and monthly submission management.
• Ensure timeliness and accuracy of monthly housing assistance payments submissions.
• Complete 50059 pre/post HAP audits in Yardi related to resident billing and vouchers.
• Manage HUD Rent Schedules and OCAF submissions; support program notifications.
• Support HAP Voucher processes submitted via TRACS.
• Coordinate agency correspondence and on-site HUD coordination with Rural Development.
• Prepare HUD files for MOR/REAC audits and inspections; provide required information.
• Conduct preliminary MOR/REAC audits and track corrective actions.
• Train teams on HUD forms, procedures, and updates; develop HUD training materials.

Skills

HUD programs experience

Section 8 experience

HAP Voucher processing

Time management

Attention to detail

COS and STAR designation

Continued HUD/Rural Development edu

Education

High school diploma or equivalent

Tools

Excel

Word

Outlook

PowerPoint

Maxx Vault

MINC

TRACS

EIV

Yardi

Job description

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.

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

• 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