Lease Administrator

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical, and business professionals across all disciplines.

About the role

The Lease Administrator is an integral member of the Real Estate team within the department of Real Estate, Design & Construction (RED&C). Reporting to Vice President – Real Estate, Design and Construction, or designee, the Lease Administrator will provide mission-critical lease administration functions including billing/collection and lease management tracking, utilizing tools such as MRI ProLease Enterprise, MRI Contract Intelligence, PennTract, LeaseTRAC, and LeaseCalcs. The role involves ensuring the accuracy of abstracted lease terms, preparing for lease renewals, and participating in the development of a broad strategy for evaluation and consolidation. The Lease Administrator will interact regularly with colleagues in Corporate Finance (OCF), Office of General Counsel (OGC), Office of Risk Management (ORM), Penn's Facilities and Real Estate Services (FRES), Perelman School of Medicine (PSOM), Penn Medicine Medical Group (PMMG), and internal RED&C Real Estate and Property Management colleagues.

Responsibilities

• Supervise the accounts receivable and accounts payable process, including collection of rent, accruals, payment of expenses, common area maintenance estimates, true-ups, reconciliations, compliance with lease terms, and preparation of all related documentation; communicate delinquencies promptly and diligently execute non-payment response procedure, working with external vendor(s) as needed.
• Interpret and evaluate lease terms related to occupancy, renewals, terminations, tenant improvements, and payments; collaborate with Property Management, Real Estate, and internal stakeholders to resolve issues.
• Initiate and coordinate planning discussions with RED&C leadership regarding current and upcoming lease renewals and tenant space needs, including consolidations, expansions, and required improvements.
• Monitor contracts, leases, and insurance certificates, ensuring critical deadlines and expiration dates are tracked, communicated, and addressed through timely follow-up.
• Create, analyze, and distribute various reports as directed to support internal stakeholders and leadership decision-making.
• Serve as the primary steward of the lease administration database, ensuring accurate, complete, and timely maintenance of lease abstracts, financial terms, critical dates, amendments, and supporting documentation; perform periodic audits and enforce data governance standards.
• Serve as the administrator for the lease administration database, managing user access, system configuration, and day-to-day support. Partner with MRI to troubleshoot issues, support system enhancements and upgrades, and ensure the system effectively supports lease operations, reporting, and compliance.

Requirements

• High School Diploma/GED and 7+ years of lease management/financial software and reporting experience, or Bachelor’s Degree and 5+ years of lease management/financial software and reporting experience.

Schedule

Hybrid, Monday–Friday, 8:00 AM–5:00 PM (in office as needed). Candidates must reside in PA, NJ, DE, or MD or be willing to relocate.

Benefits

We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Our employee benefits programs help our employees get healthy and stay healthy.