Administrative/Travel Assistant
Kittle Property Group is a value-driven, community-focused organization with a long-standing commitment to excellence, collaboration, innovation, respect and personalization, and accountability and ownership. Founded in 1948 and based in Indianapolis, Indiana, we own and manage over 18,000 apartment homes across 19 states, specializing in affordable, workforce, and market-rate multi-family housing. We were ranked as a top national multifamily and affordable housing developer, including #2 in the U.S. by Affordable Housing Finance magazine.
About the role
As an Administrative/Travel Assistant, you’ll coordinate the reception area, support office management, and provide administrative support to departments as needed. You’ll also oversee key elements of the corporate travel program, including travel bookings, receipt reconciliation, Concur management, reporting, and troubleshooting travel issues. This is a non-exempt role reporting to the Director of Corporate Procurement and Operations, with no supervisory responsibilities.
Responsibilities
- Coordinate day-to-day operations of the building and reception area
- Greet visitors and create a positive first impression through professional, hospitable customer service
- Answer and route incoming phone calls and provide general company information such as address, directions, and phone numbers
- Oversee all aspects of the travel program including bookings, reconciling receipts, reporting, troubleshooting travel issues, and managing Concur software
- Maintain key office lists including phone lists, seating charts, speed dial lists, and mailboxes
- Prepare work areas for new corporate hires prior to their start date, including office supplies, name plates, and required lists
- Monitor, order, and organize office supplies for the home office, including notifying special order recipients when supplies arrive and approving site orders
- Provide administrative support such as typing, filing, mailings, copying, faxing, ordering lunches, and proofing documents
- Manage conference room schedules and reserve rooms as requested by staff
- Maintain supplies and services such as postage meter funds, drinking water, and vending
- Receive, sort, and distribute incoming mail and deliveries
- Check conference rooms and break rooms daily to ensure they’re in good condition
- Coordinate repairs for office equipment and services including postage machines, vending, coffee/water service, and building maintenance requests
- Assist with coordinating events and help keep the office organized, including contacting the cleaning company as needed
- Complete other duties as assigned
Qualifications
- High school diploma or GED required
- 1 to 2 years of relevant administrative, office, reception, or travel coordination experience
- Ability to read, write, speak, and interpret basic instructions and simple correspondence
- Ability to present information one-on-one or in small groups
- Strong attention to detail and organizational skills with a high sense of urgency
- Strong verbal and written communication skills
- Ability to do basic math and reconcile receipts accurately
- Ability to apply common sense understanding to carry out written, oral, or diagram instructions
- Ability to solve routine problems involving concrete variables in standardized situations
- Proficiency with Microsoft Office and Microsoft Teams
- Experience with Concur or similar travel and expense software is helpful
Benefits
- Competitive compensation with a corporate bonus structure
- Generous paid time off: 17½ days plus 9½ paid holidays
- Affordable medical, dental, and vision plans
- 401(k) match up to 6%
- Company-paid life insurance, short-term disability, and long-term disability
- Tuition assistance program
- Employee Assistance Program (EAP)
- Recognition and Motivosity reward program
- Opportunities for personal and professional development
- Onsite fitness center at the Corporate Office
- Culture of Collaborative Excellence