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Practice Administrator - Leases and Contracting at Albany Medical Center

Practice Administrator - Leases and Contracting

Albany Medical Center Albany, NY Contractor


Practice Administration

Work Shift:

Day (United States of America)

The Practice Lease and Contract Administrator will be responsible for all phases of hard and soft lease files, including reviewing and monitoring leases prior to execution and throughout the lease term, monitoring critical lease duties, calculating rental escalations and initiating appropriate action in the event of landlord/tenant disputes. Maintains electronic files as well as abstracts in MRI (ProLease); performs continual lease audits, works with property management to ensure lease compliance. In addition, this Administrator works with Albany Med Financial Reporting and Accounts Payable departments and the Landlords property management groups on operating expense reconciliations, rent billings as well as completing reviews and audits of monthly financial information. The Lease Administrator will assist in leasing due diligence including estoppel generation and service contract administration for occupancy related contracts.

The Practice Administrator is responsible to ensure all department staff and activities are aligned to help the Practice achieve the institutional mission of high-quality provision of care for patients.

The Administrator must possess the highest ethical standards and moral character, have a strong work ethic, advanced financial management skills, strong computer analysis proficiency, a high energy level, creativity, and be a team player.

REQUIREMENTS AND PREFERENCES: A Bachelors degree is required; MBA or MHA strongly preferred.

  • Must project a professional image and earn the confidence of a broad range of internal and external resources. Must have pristine verbal and written communication skills and have experience in and a desire to deal professionally with the public. Exceptional interpersonal and relationship-building skills are required.

  • Must possess skills that emphasizes quality, continuous improvement, and the ability to work at a high-performance level.

  • Must possess critical and ethical thinking/behavior and be able to deal with difficult situations with a high level of emotional intelligence.

  • Must not only be self-motivated, have swift learning ability and a can-do, optimistic attitude, but also be able to draw out and develop these characteristics in others.

An excellent working knowledge of personal computers, word-processing and spreadsheet software (such as the Microsoft Suite) is required as well as excellent keyboarding skills. Must possess strong organizational skills to maintain accurate files and records related to leasing and contract agreements.Must have strong time management skills as this position will be responsible for managing multiple tasks at once, so it is important to be able to prioritize the work to meet deadlines.Must be able to problem-solve at a high level to identify issues, develop solutions and implement them. This involves resolving disputes between parties, finding solutions to unexpected problems and finding ways to save money,Attention to detail is critical to this position. The ability to identify small changes and make corrections will ensure the accuracy of all aspects of the administration of the leases and contracts.Experience in reading and interpreting real estate leases, including all related lease documents, is preferredMust be HIPAA compliant at all times.


The duties listed here are not all-inclusive; rather, they indicate the types of activities normally performed by this position. The successful candidate will be able to demonstrate core competencies in the following areas:

Operations Management

  • Abstract all new leases entering information into MRI (ProLease) property management and ERP accounting system. Enter and manage all lease notes, maintaining critical dates and tickler files. Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.

  • Review and prepare for execution and distribution, leases and exhibits to proper parties.

  • Create and maintain system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)

  • Serve as liaison between Landlord and Tenant with regard to each partys compliance with all provisions of the lease.

  • Work with property management to ensure certificates of insurance are current, commencement exhibits are executed, and operating expense information is correctly entered in the financial management systems used to track payments.

  • Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items. Perform property lease file audits.

  • Process invoices for payment upon obtaining the approval from Management.

  • Oversee and track Tenant Improvement allowances and ensure that improvement work is being completed properly and within lease guidelines.

  • Maintain soft copy files for all floor plans, and tenant as-builts as requested.

  • Participate in the due diligence process as it relates to lease documents both for acquisitions and dispositions.

  • Prepare and update option exposure information to maintain awareness when requesting options for new or lease renewal agreements.

  • Assist in preparing and maintaining information for rent related expenses, lease expiration reports, space availability reports, and other reports as requested or necessary for the portfolio.

  • Review rental increases and communicate or send any notices that need to be sent to Financial Reporting and/or Accounts Payable.

  • Work with accounting to ensure other expenses (utilities, taxes, repairs, etc.) are verified and paid in a timely fashion and review lease for compliance.

  • Review the tenant move-ins and move-out procedures and ensure lease provisions are documented and followed.

  • Review with accounting and property management the operating expense billing both estimated prepayments and reconciliation to ensure accuracy.

  • Maintain hard copy and electronic Master Lease files.

  • Work with Contracting Department on the creation of Cleaning Contracts for all leased sites. This includes establishing rates and assuring the accuracy of both billing and payments made for completed cleaning jobs.


  • Coordinate departmental activities to ensure compliance with existing rules and regulations.

  • Manage compliance with organizational business policies.

  • Understand and adhere to AMCs compliance standards, including Code of Conduct, Stark Laws, and Conflict of Interest Policy.

Management Support and Other Tasks

  • Actively participate in practice-wide and institution-wide initiatives and projects.

  • Institute LEAN processes for improved operational sufficiency and financial results whenever and wherever possible.

  • All other duties as assigned and associated with the day-to-day operation of the Physicians Operations team.

Thank you for your interest in Albany Med!

Please be aware for the safety and security of our colleagues and patients all new employees are required to successfully complete all applicable federal, State and institutionally mandated pre-employment screening requirements including:

  • Relevant Background Check(s)

  • Drug Screen

  • PPD / Tuberculosis Test

  • Reference Check

  • Applicable vaccinations

Albany Med is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a need to know and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.

Recommended Skills

  • Accounting
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