Building Administration and Services Manager

Description

Entity: Clinical Care Associates (CCA) - Penn Primary Care (PPC) and Penn Specialty Practices (PSP) of Penn Medicine Medical Group (PMMG) 

Department: Regional Physician Admin

Location: 150 Monument Road

Hours: Remote

Summary:

The Building Administration and Services Manager is responsible for managing the lease administration activities for all Penn Specialty Practices and Penn Primary Care (PSP/PPC) facilities, including practices and office spaces. The Manager will ensure that all lease agreements are managed in compliance with regulatory requirements, lease terms and conditions, and organizational policies and procedures. The Building Administration and Services Manager plays a critical role in ensuring that healthcare facilities have the space and resources they need to provide high-quality patient care. This role involves collaborating with various internal and external stakeholders to support the organization's strategic goals and objectives. Internal stakeholders include Real Estate, Design and Construction, Business Development, Accounts Payable, Finance, and Operations. External stakeholders include landlords, healthcare providers, legal advisors, vendors, etc.

Accountabilities:

Lease Management

Manage the lease administration activities for all PSP and PPC facilities (300 sites), responsible for (but not limited to) the following:

· Ensure all lease payments and obligations are paid/executed in a timely manner.

· Maintain an accurate and up-to-date database of all lease agreements, including key dates, lease terms and conditions, and financial obligations.

· Monitor lease agreement performance, identify potential risks and opportunities, and make recommendations for lease renewals, extensions, or terminations.

· Maintain strong relationships with landlords, healthcare providers, and other stakeholders to ensure the organization's leasing needs are met.

Building Services Management

Ensure timely payment and maintenance of building services including:

· Electric

· Sewer

· Water

· CAM reconciliation

· Other payment as needed

Ensure timely response to building operational issues:

· Maintain a contact list for all practices with key contacts

· Maintain a list of contractors

· Ensure management agreements are met by the terms of the contracts

· Act as an escalation pathway for building issues that are not resolved by Practice Managers

Support for opening and closure of new sites:

· Oversee contract set up for operations and maintenance

· Provide support for equipment and furniture orders

· Coordinate move services and related contracts

· Ensure close out of billing

Ambulatory Planning and Space Management Support:

· Review and support lease/property management and optimization of space and associated expenses

· Identify and implement a tool and/ or infrastructure to effectively manage lease payment and maintenance for leased

sites

· Identify and propose opportunities for practice site improvement to maintain the Penn Medicine standard

Develop and maintain a collaborative relationship with Real Estate, Design and Construction, Accounts Payable, Operations, and Finance.

 Provide regular reports to senior management on lease administration activities, including status updates, financial performance, and risks and opportunities.

 As directed, provides analytic and project management support towards various operational initiatives.

 Performs duties in accordance with Penn Medicine and entity values, policies, and procedures.

 Other duties assigned to support the unit, department, entity, and health system organization.

 Education/Experience:

Required bachelor’s degree and 5 + relevant experience managing projects in a large complex organization, preferably healthcare.

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.