Virtual Assistant

Job Description

Job Description

Role Type: Virtual Assistant (VA)

Duration: Short-term/Seasonal (At least 2–3 months to get through the busy season), starting ASAP.

Primary Focus: High-level phone support, lead coordination, and permit processing.

Technical Skills: Experience with ServiceTitan (specifically entering inbound leads, booking estimate appointments, and navigating job packets) is highly preferred.

Key Responsibilities

Phone Support & Customer Intake

• Secondary Phone Coverage: Serve as the second line for incoming phone calls—managing incoming lead calls, answering basic questions, and routing inquiries to the correct team member.
• Appointment Scheduling: Book and coordinate estimate appointments for customers.

Permit Processing (Yutka Fence)

• Documentation & Submission: Read, understand, and compile required application materials based on varying municipality regulations. Submit permits correctly through different online municipal portals.
• Basic Drafting: Create basic fence layout drawings using Adobe Acrobat.
• Agency Coordination: Manage ongoing email communication with various permit offices to track approvals and resolve issues.

Administration & Collaboration

• Sales Team Alignment: Communicate effectively with the sales team to fully understand the scope of work for each project, ensuring permits are approved accurately.
• General Admin: Complete repetitive administrative tasks during downtime when not handling phone calls or permits.

Required Qualifications & Skills

Communication & Language Skills

• Spoken English: Clear, accent-free English with a strong phone presence, professional etiquette, and empathy for managing inbound lead calls.
• Written English: Exceptional written communication skills for drafting professional emails to municipal offices and internal staff.
• Accent-Free English: Must speak clear, accent-free English (due to specific historical feedback from local callers).
• Exceptional Verbal Skills: Strong phone presence, empathy, and professional etiquette for handling inbound leads.
• Professional Written Communication: Clear and professional email writing skills for communicating with municipal offices and internal staff.

Technical & Functional Expertise

• CRM Systems: Experience with ServiceTitan (specifically entering inbound leads, booking estimate appointments, and navigating job packets) is highly preferred.
• Adobe Acrobat: Proficiency in using Acrobat to create and edit basic fence layout drawings.
• Digital Literacy: Tech-savvy skillset with the ability to quickly master and navigate multiple distinct online municipal web portals.
• Tech-Savvy: Ability to quickly learn, navigate, and manage submissions across multiple municipality web portals.
• Adobe Acrobat: Proficiency in using Acrobat to create or edit basic layout drawings.
• High Attention to Detail: Critical for reviewing strict municipal permit requirements and avoiding application rejections.

Core Competencies & Availability

• Attention to Detail: A high level of precision is required to review strict municipal regulations and prevent permit application rejections.
• Multitasking & Autonomy: Ability to balance phone support with administrative tasks during downtime while working effectively in a virtual environment.
• Availability: Immediate availability to commit to a short-term, seasonal role for at least 2–3 months .

At Yutka Fence, we help homeowners protect what matters most with high-quality fencing solutions.

For over 57 years, we’ve been the neighborhood standard. As a second-generation, family-owned company serving Southeast Wisconsin and Northern Illinois, we’re known for craftsmanship and service.

We specialize in wood, vinyl, aluminum, and chain-link fencing—built to last. Our team operates 365 days a year, delivering responsiveness homeowners can count on.

What sets us apart is the experience we create. From clear communication to precise installation, we do things the right way. Guided by our core values—Integrity, Progress, and Professionalism—we continue to grow.

We’re proud to be recognized on the Inc. 5000 (2026) and Inc. Regionals Midwest (2026).

We’re not just installing fences—we’re building trust.

Why Join Us?

• Join a fast-growing, high-performing company with a strong reputation
• Work - grow with a motivated, supportive, and expanding team