Regional Real Estate Admin & Contracts Coordinator

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

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.