Real Estate Administrator

DriveTime • Tempe, AZ

2d • Hybrid

About The Position

The Real Estate Administrator supports the Real Estate Department with administrative and operational management of the company’s real estate portfolio. The role covers invoice processing, lease administration, vendor and landlord coordination, utility management, property support, and maintaining accurate records across multiple systems. Success requires attention to detail, organization, and the ability to manage multiple priorities while working with internal teams and external stakeholders.

The position also supports audits, lease documentation and renewals, maintenance coordination, property management activities, department records, annual reporting, and special projects. It follows a hybrid work approach, with an expectation to work on-site at least three days per week.

Requirements

• At least 2 years of administrative, real estate, property management, lease administration, facilities, accounting, or related experience.
• Experience processing invoices, payments, reimbursements, or financial documentation.
• Strong recordkeeping, data entry, and administrative support experience.
• Proficiency with Microsoft 365, including Excel, Outlook, Word, and Teams.
• Ability to maintain accurate documentation, trackers, and reporting tools.
• Strong organization and attention to detail.
• Strong communication and relationship-building skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Resourceful problem-solving skills and a customer-service mindset.
• Ability to work independently and collaboratively.
• Technology proficiency and adaptability to new systems and processes.
• Ability to handle confidential information professionally and discreetly.

Nice To Haves

• Bachelor’s degree preferred.
• Experience in commercial real estate, property management, or corporate real estate.
• Experience using Tango, LicensePro, Venminder, Ryan, NUS, Smartsheet, and SharePoint.
• Knowledge of lease administration, utility management, vendor onboarding, or audit support processes.

Responsibilities

• Process invoices and ensure accurate billing, coding, and cost allocation.
• Research and resolve invoice discrepancies, payment inquiries, and reimbursement requests.
• Prepare check requests and support utility, tax, and lease-related payments.
• Onboard vendors and maintain vendor documentation.
• Support audits by providing invoices, reconciliations, and supporting records.
• Maintain lease records, renewal trackers, and real estate documentation.
• Draft and coordinate lease-related notices, estoppels, and renewal documents.
• Serve as a liaison between Real Estate, Legal, landlords, vendors, and market teams.
• Manage utility account activities, including payments, service transfers, and account changes.
• Monitor maintenance requests and coordinate resolutions with Facilities, vendors, and landlords.
• Support property management activities, space planning, occupancy tracking, and office setup needs.
• Receive and route municipal and HOA notices.
• Coordinate signage and decal orders and track installations.
• Maintain SharePoint sites, property files, and department records.
• Assist with annual reporting, data collection, mail distribution, and special projects.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Company-paid life insurance
• Short- and long-term disability coverage
• 401(k)
• Tuition reimbursement
• Wellness program with self-guided coaching and journeys, cash incentives, and medical premium discounts
• In-house gym
• Paid time off, including wellness days, holidays, and personal time for full-time roles

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed