Administrative Specialist

About the Role

We’re building a team of all-star players—people who take ownership, move fast, and care deeply about doing things right. Yutka Fence is hiring an Administrative Specialist to support our customer operations and keep our day-to-day workflow running smoothly. This role is the front line of our business—often the first voice customers hear and a key driver in how quickly and professionally we respond to new opportunities.

This role offers the opportunity to grow into higher levels of responsibility as our company continues to scale. This is a hands‑on, fast‑paced role with many moving parts. Success comes from staying organized, communicating clearly, and taking initiative.

• Serve as the primary point of contact for incoming phone calls
• Greet and assist walk‑in customers professionally
• Respond to customer inquiries with clarity, professionalism, and urgency
• Resolve basic concerns or escalate appropriately

• Qualify incoming leads and gather key project details
• Schedule estimates accurately within our CRM system
• Ensure all new leads are contacted within 24 hours

Guide customers through the next steps after project approval:

• Down payments
• Permits and HOA approvals
• Signed documentation

• Follow up consistently to keep projects moving forward
• Help create urgency with customers to avoid delays

• Support the field sales team with administrative needs
• Track incoming estimates and drawings from sales staff
• Locate plats of survey or mapping for scheduled estimates
• Create and organize job packets

• Monitor open jobs dashboards daily to maintain urgency in open task progression
• Proactively follow up with customers to collect required documents
• Ensure jobs are fully prepared prior to them being scheduled for installation

• Maintain accurate and up‑to‑date CRM records
• Document workflows and update processes as needed
• Identify opportunities to streamline, improve, and automate repetitive tasks

• Help maintain a clean, organized, professional office environment
• Assist with internal meetings and team events

• Strong communicator with a professional and friendly demeanor
• Highly organized with strong attention to detail
• Able to manage multiple tasks and priorities efficiently
• Comfortable using CRM systems and digital tools
• Proactive and responsive—you don’t wait to be told what to do
• Positive, team‑oriented attitude
• Willing to step in and support wherever needed
• Aligned with our core values:
  Integrity, Progress, Professionalism

$23 – $27 hourly