Virtual Assistant

Job Description

REQUIREMENTS

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.

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.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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