Lease Administrator

Penn Medicine, University of Pennsylvania Health System; Philadelphia (Philadelphia County); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Penn Medicine’s Real Estate team seeks a Lease Administrator to manage lease billing, tracking, and renewals. You will work with Corporate Finance, OGC, ORM, and PSOM to ensure accurate lease abstracts, critical dates, and system integrity.

You will oversee database administration, improve governance, and support reporting across RED&C. The role requires strong experience with MRI ProLease and related tools, ensuring compliance and timely lease actions.

Qualifications

• 7+ years lease management or financial software and reporting experience.
• Bachelor's degree with 5+ years in lease management or financial software and reporting.
• Experience interpreting lease terms and coordinating renewals with internal stakeholders.

Responsibilities

• Supervise the accounts receivable and accounts payable process for rent, accruals and expenses.
• Interpret and evaluate lease terms related to occupancy, renewals, terminations, and tenant improvements; coordinate with stakeholders.
• Monitor contracts, leases, and insurance certificates; ensure deadlines are tracked and followed up.
• Create, analyze and distribute reports to support leadership decision-making.
• Maintain the lease administration database with accurate abstracts, terms and amendments; conduct data audits.
• Administer the lease system, manage user access, support upgrades with MRI.

Skills

Lease administration

Financial reporting

Education

H.S. Diploma/GED

Bachelor's Degree

Tools

MRI ProLease Enterprise

MRI Contract Intelligence

LeaseTRAC

LeaseCalcs

Job description

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.

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. Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Entity: Corporate Services

Department: Real Estate and Architecture

Location: 3930 Chestnut Street

Hours: Hybrid, M-F, 8am-5pm (In office as needed)

Candidates must reside in PA, NJ, DE, or MD or be willing to relocate.

Position Summary

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 a variety of tools including systems such as MRI ProLease Enterprise, MRI Contract Intelligence and legacy systems where needed, including PennTract, LeaseTRAC and LeaseCalcs. The Lease Administrator will have an active role in ensuring the accuracy of abstracted lease terms, preparing for lease renewals and participation in development of a broad strategy for evaluation and consolidation as strategic imperatives develop. 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) departments and divisions, and internal RED&C Real Estate and Property Management colleagues.

Accountabilities

• 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.

Minimum Required Education and Experience

• H.S. Diploma/GED And 7+ years Lease management/financial software and reporting
• Bachelor's Degree And 5+ years Lease management/financial software and reporting

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.