Real Estate Contractor Administrator

DRiV Incorporated; Southfield (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

DRiV Incorporated seeks a Real Estate Contractor Administrator to provide regional administrative and data support within Global Purchasing. You will maintain property, lease, contract, supplier, project, and payment records and coordinate with internal stakeholders and approved external partners.

The role focuses on record maintenance, data entry, routine coordination, confidentiality, and working under general guidelines with close supervision.

Qualifications

• Administrative, contract, property, lease, purchasing, accounts payable, database, or related coordination experience.
• Experience using Microsoft Excel, Word, PowerPoint, Outlook, and shared document or data systems.

Responsibilities

• Maintain organized electronic records for owned and leased properties, licenses, easements, contracts, amendments, renewals, approvals, and related correspondence.
• Collect, review for completeness, upload, and update lease, supplier, property, and project information in designated systems and files.
• Monitor lease expirations, option dates, notice dates, insurance certificates, contract renewals, and other assigned milestones; provide timely reminders to responsible stakeholders.
• Coordinate document routing, signatures, retention, and retrieval in accordance with established processes and confidentiality requirements.
• Respond to routine real estate and contract information requests and refer nonstandard, sensitive, or unresolved matters to the appropriate leader.
• Provide administrative support for regional supplier onboarding, purchase requests, purchase orders, contract records, and invoice documentation within Global Purchasing processes.
• Compare invoices, rent schedules, and other routine charges with available supporting records; identify discrepancies and route them for review before payment.
• Maintain supplier contact information, service documentation, certificates, and performance records as assigned.
• Coordinate with Accounts Payable, Finance, Legal, site contacts, and suppliers to obtain missing information and support timely processing.
• Organize records and status updates for sourcing, renewal, audit, and supplier review activities.
• Enter and validate regional property, lease, contract, supplier, and project data using established standards and required fields.
• Prepare recurring and ad hoc reports, trackers, presentations, and summaries using approved data and templates.
• Open, update, and close real estate or facilities projects in designated tracking systems; maintain action, document, and milestone logs.
• Support transaction and project teams by coordinating meetings, documentation, due diligence materials, closing records, and follow-up items.
• Perform routine data-quality checks and promptly correct or elevate incomplete, inconsistent, or outdated records.
• Coordinate calendars, meetings, agendas, correspondence, and document preparation for assigned regional real estate activities.
• Communicate professionally with employees, site teams, landlords, brokers, consultants, suppliers, and other approved contacts.
• Manage assigned priorities and deadlines, provide status updates, and maintain discretion when handling confidential business information.
• Support process documentation and continuous-improvement activities that strengthen record accuracy, timeliness, and customer service.

Skills

Data entry

Record keeping

Document control

Communications

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Office suite

Job description

The Real Estate Contractor Administrator provides regional administrative and data support to the real estate function within the Global Purchasing organization. The role maintains accurate property, lease, contract, supplier, project, and payment records; monitors key dates and required documentation; prepares routine portfolio reporting; and coordinates information with internal stakeholders and approved external partners. Work is performed under established policies and procedures, with nonstandard or higher-risk matters referred to the appropriate leader.

The draft is aligned to the B5 Administrative level term because the role is centered on record maintenance, data entry, customer inquiries, routine coordination, confidentiality, and work performed under general guidelines with close supervision.

JOB RESPONSIBILITIES

Real Estate and Contract Administration

• Maintain organized electronic records for owned and leased properties, licenses, easements, contracts, amendments, renewals, approvals, and related correspondence.
• Collect, review for completeness, upload, and update lease, supplier, property, and project information in designated systems and files.
• Monitor lease expirations, option dates, notice dates, insurance certificates, contract renewals, and other assigned milestones; provide timely reminders to responsible stakeholders.
• Coordinate document routing, signatures, retention, and retrieval in accordance with established processes and confidentiality requirements.
• Respond to routine real estate and contract information requests and refer nonstandard, sensitive, or unresolved matters to the appropriate leader.

Supplier, Purchasing and Payment Support

• Provide administrative support for regional supplier onboarding, purchase requests, purchase orders, contract records, and invoice documentation within Global Purchasing processes.
• Compare invoices, rent schedules, and other routine charges with available supporting records; identify discrepancies and route them for review before payment.
• Maintain supplier contact information, service documentation, certificates, and performance records as assigned.
• Coordinate with Accounts Payable, Finance, Legal, site contacts, and suppliers to obtain missing information and support timely processing.
• Organize records and status updates for sourcing, renewal, audit, and supplier review activities.

Database, Reporting and Project Coordination

• Enter and validate regional property, lease, contract, supplier, and project data using established standards and required fields.
• Prepare recurring and ad hoc reports, trackers, presentations, and summaries using approved data and templates.
• Open, update, and close real estate or facilities projects in designated tracking systems; maintain action, document, and milestone logs.
• Support transaction and project teams by coordinating meetings, documentation, due diligence materials, closing records, and follow-up items.
• Perform routine data-quality checks and promptly correct or elevate incomplete, inconsistent, or outdated records.

Administrative and Stakeholder Support

• Coordinate calendars, meetings, agendas, correspondence, and document preparation for assigned regional real estate activities.
• Communicate professionally with employees, site teams, landlords, brokers, consultants, suppliers, and other approved contacts.
• Manage assigned priorities and deadlines, provide status updates, and maintain discretion when handling confidential business information.
• Support process documentation and continuous-improvement activities that strengthen record accuracy, timeliness, and customer service.

JOB REQUIREMENTS

Required Education

• High school diploma or equivalent.

Required Experience

• Administrative, contract, property, lease, purchasing, accounts payable, database, or related coordination experience.
• Experience using Microsoft Excel, Word, PowerPoint, Outlook, and shared document or data systems.

Required Skills and Capabilities

• Accurate and methodical data entry, file maintenance, document control, and record-reconciliation skills.
• Ability to follow established procedures, manage recurring deadlines, prioritize assigned work, and refer exceptions appropriately.
• Clear written and verbal communication and a responsive internal-customer focus.
• Ability to handle confidential information with discretion and maintain reliable records.
• Working knowledge of spreadsheets, presentations, email, calendars, and computerized filing or tracking systems.

Preferred Qualifications

• Postsecondary coursework or a qualification in real estate, accounting, business administration, purchasing, paralegal studies, or a related field.
• Experience with real estate, lease-administration, contract-management, purchasing, property-tracking, or facilities systems.
• Experience supporting a multi-site or regional organization.

SCOPE AND DECISION AUTHORITY

• Provides administrative support to the regional real estate discipline within Global Purchasing.
• Work follows established practices and procedures, with limited deviation from standard processes.
• Decisions are generally limited to routine matters that can be resolved through documented guidelines.
• Nonstandard commitments, contract interpretations, negotiations, legal questions, payment exceptions, and resource decisions are referred to the appropriate leader.
• The role may coordinate purchases or supplier documentation for the work area but does not have authority to approve commitments outside delegated limits.

PHYSICAL DEMANDS

Primarily office-based work involving regular use of a computer, phone, and standard office equipment. Any role-specific physical requirements should be confirmed for the assigned site and reviewed through the appropriate accommodation process.

WORK ENVIRONMENT

Works in a professional, regional environment with regular interaction across Global Purchasing, Finance, Legal, site teams, suppliers, landlords, and real estate service providers. Work location, work model, schedule, and travel expectations are to be confirmed.

OTHER DUTIES

Additional duties, responsibilities, and activities may be required.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.