Job Description

Position(s): Administrative Coordinator

Company: Summit Planners, Inc.—

Hiring Location: Indianapolis, IN

Pay: $22.00 per hour

Hours: 24 per week

Contact: Andy Riedle – Director of Operations ariedle@spmeetings.com 574-968-4301

Posting Date: September 10, 2025

About Summit Planners

Summit Planners was founded in 2002 by two meeting planning industry-veteran women seeking to transform the traditional travel-agency model into a specialized meeting-planning powerhouse. Today, our team excels in executing large-scale international corporate incentives—blending the strategic savvy of top-tier meeting planners with the on-the-ground resourcefulness of international travel directors. From negotiating with hoteliers in Cancun to rerouting Maui-bound attendees stranded by Midwest blizzards, our people thrive on ingenuity, responsiveness, and boundless energy.

The Role

We’re seeking a detail-oriented, resourceful Administrative Coordinator to support our finance and operations functions. This part-time, 24-hour/week position will play a critical role in ensuring smooth, accurate, and timely administrative processes for our international incentive programs.

Key Responsibilities

• Invoice Processing & Entry
• Receive, verify, code, and enter vendor invoices into our accounting system
• Reconcile discrepancies and liaise with vendors/account managers for resolution
• International Wire Management
• Prepare and initiate international wire transfers (ACH, SWIFT)
• Monitor confirmation and settlement, troubleshoot any issues with banks
• Reconcile Accounts
• Ensure credit card charges are valid and documented
• Reimburse employee expenses
• Administrative Support
• Assist with ad-hoc reporting, Excel-based analyses, and calendar management
• Coordinate with cross-functional teams to support event-planning milestones

What You Bring

• 2+ years of hands-on administrative or accounting support
• Proficiency with QuickBooks and Excel
• Experience initiating and tracking international wire transfers
• Exceptional attention to detail, follow-through, and organizational chops
• Strong written and verbal communication skills; professional demeanor
• A proactive, “can-do” attitude and ability to pivot as priorities evolve

Why Summit Planners?

• Dynamic Culture : Collaborate with a tight-knit team that prizes creativity, resourcefulness, and energy.

How to Apply

Please send your résumé and a brief cover letter outlining your relevant experience to Andrew Riedle ariedle@spmeetings.com with the subject line “Part-Time Administrative Coordinator.” We look forward to learning how your talents will contribute to Summit’s next great incentive program!

Summit Planners is an equal-opportunity employer. We are committed to creating an inclusive environment for all employees.

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