What are the responsibilities and job description for the Executive Assistant/Office Manager position at Lynn Holdings LLC?
About Us
Lynn Holdings is a locally owned and operated real estate investment and development company specializing in both commercial and residential properties, including new construction. With a reputation for excellence and integrity, we’re passionate about building strong communities and strong relationships—starting with our team.
We are currently seeking a proactive, detail-oriented Executive Assistant to support our leadership team. This role is pivotal to keeping the business running smoothly behind the scenes and would be a great fit for someone who thrives on organization, is a confident communicator, and enjoys wearing many hats. If you have experience in real estate or property management and love being the go-to person who gets stuff done, this might be your dream role.
What You’ll Be Doing
As our Executive Assistant, you’ll be the glue that holds our day-to-day operations together. You’ll support a variety of administrative and operational needs, including:
- Collecting lien waivers and documenting them in Trello
- Gathering and verifying W9s and Certificates of Insurance from contractors
- Organizing Menards receipts, tracking rebates, and logging returns
- Communicating with tenants about maintenance and coordinating with service providers
- Managing rent collection tasks: NSF notices, late fees, and 5-day notices
- Matching receipts with credit card statements and prepping financial info
- Keeping Trello updated with all correspondence and task progress
- Scanning and uploading documents to Google Drive
- Drafting letters, emails, leases, and notices
- Submitting permit paperwork and renewals
- Requesting service quotes for snow removal, landscaping, etc.
- Handling utilities: setting up, switching, resolving billing issues
- Attending court proceedings as needed
- Receiving deliveries, verifying accuracy, and coordinating transport
- Updating the shared calendar with meetings and appointments
- Assisting with marketing needs like signage, aerial photos, flyers, and events (a bonus if you're creative!)
- Processing mail and handling disputes or billing issues
- Managing commercial and residential lease inquiries from calls or emails
- Updating rent rolls with changes in rent, insurance, and tenant info
- Supporting the leadership team with calls, errands, and document retrieval
Who You Are
- Exceptionally organized, detail-oriented, and resourceful
- Comfortable managing multiple projects, deadlines, and people (with grace!)
- A clear, confident communicator—whether drafting emails or speaking with tenants, trades, or real estate pros
- Familiar with Trello, Google Workspace, and general office technology
- Able to take initiative, problem-solve on the fly, and work independently
- Ideally experienced in real estate, property management, or construction administration - (Bonus points if you've ever coordinated showings, handled lease paperwork, or talked shop with a GC!)
- Unflustered by utility bills, maintenance requests, or tenants who think their WiFi outage is your fault
- Someone who enjoys a variety of tasks and thrives in a small, fast-moving team environment
- Able to speak Spanish (even if just a little) is a definite plus!
Perks & Benefits
- Competitive pay based on experience
- Paid time off and holidays
- Flexible work environment
- Variety—no two days are the same
- A chance to work on interesting projects and truly make an impact
To Apply
Submit your resume and a brief cover letter. Bonus points if you tell us your favorite office organization hack—or how you’d survive a week without a printer (just kidding... but also, not really).
Job Type: Full-time
Pay: From $22.00 per hour
Schedule:
- Day shift
Work Location: In person
Salary : $22