Job Description

We are hiring an experienced Office Administrator to handle scheduling, phones, customer service, job tracking, invoicing, and general administrative support for Truly Tough Contractors. This is an in-person role at our Palm Springs office.

Office Administrator - Palm Springs, CA

This is a full-time in-office position for an experienced administrator who runs the daily operations of a busy multi-division contractor. Truly Tough Contractors operates across roofing, concrete, flooring, fencing, drywall, painting, pools, plumbing, HVAC, electrical, and solar, and the office is where customers, crews, and paperwork all meet. Administrators who thrive here are organized, calm on the phones, fast with a keyboard, and hold the whole operation together. Pay is competitive and based on experience and proven performance in similar roles.

Position at a Glance

Minimum Experience

5+ Years

Office administration, preferably trades

Location

Palm Springs

In-person at our 180 W Oasis Rd office

Schedule

Full-Time

Standard business hours, office-based

Work Type

Multi-Role

Phones, scheduling, billing, admin

What You Will Do

Core Responsibilities

Phones and customer service Answer incoming calls, greet customers professionally, route inquiries to the right division, and follow up on messages promptly.

Scheduling and dispatch Build and manage the daily and weekly schedule across divisions. Dispatch crews, coordinate timing between trades, and rebook around weather or delays.

Job tracking Track active jobs across all divisions from first call through completion. Keep status notes current so anyone can pick up a file and know where it stands.

Invoicing and payments Generate invoices, send them to customers, track outstanding balances, and follow up on collections with professionalism.

Estimates and proposals Prepare estimate and proposal documents for crew leads and sales staff, format consistently, and send to customers on time.

Permit coordination Coordinate permit applications and inspections with city building departments across Palm Springs, Palm Desert, Rancho Mirage, Indian Wells, La Quinta, and surrounding cities.

CRM data entry Enter new leads, update customer records, tag sources, and keep the CRM clean and accurate so nothing slips through.

General office support Handle mail, supplies, filing, and the dozens of small tasks that keep a busy office functioning smoothly.

Office Work You Will Handle

Experience across multiple admin functions is helpful and in most cases required. Multi-division scheduling, permit coordination, and CRM work are the areas where skilled administrators are hardest to find locally.

Daily and Weekly Work

Inbound Phones Answer new customer calls, qualify the scope, route to the correct division, and book initial appointments or estimates.

Outbound Follow-Up Call customers back on estimates, check in after jobs, and collect feedback that supports reviews and referrals.

Scheduling and Dispatch Daily dispatch calendar across crews and divisions. Adjust for weather, material delays, and customer rescheduling requests.

Job File Management Open, update, and close job files across divisions. Keep contracts, change orders, photos, permits, and invoices organized and accessible.

Invoicing and Collections Generate invoices, process payments, track aging receivables, and make collection calls on past-due accounts with professionalism.

Estimate and Proposal Prep Format estimates and proposals from crew lead notes, apply consistent branding, and deliver to customers on schedule.

Permit Coordination Submit permit applications, schedule inspections, and track status with Palm Springs, Palm Desert, Rancho Mirage, Indian Wells, La Quinta, and surrounding city departments.

CRM Administration Lead entry, pipeline updates, source tagging, and general data hygiene. Partner with marketing and sales to close the loop on every lead.

Multi-division scheduling and permit coordination stands out. Verifiable experience in trades or construction administration significantly strengthens your application.

What We Require From You

Minimum 5 years of office administration experience. Hard minimum. Preference for candidates with trades, construction, or home services experience.
Professional phone presence with strong customer service skills and the ability to stay calm during busy periods.
Scheduling and dispatch experience, ideally coordinating field crews or service technicians.
Comfort with CRM software, QuickBooks or comparable accounting tools, and Microsoft Office or Google Workspace.
Clean written communication for customer emails, invoices, proposals, and internal notes.
Organizational skills strong enough to keep dozens of active jobs, invoices, and permits moving at the same time.
Ability to work in-person at our 180 W Oasis Rd office in Palm Springs during standard business hours.
Valid driver's license and reliable transportation.

What Sets Strong Applicants Apart

Prior experience at a trades or construction company with knowledge of how scheduling, dispatch, permits, and job flow actually work in the field.
Experience with GoHighLevel, ServiceTitan, Housecall Pro, Jobber, or comparable field service management platforms.
QuickBooks experience for invoicing and basic bookkeeping support.
Permit filing experience with Coachella Valley city building departments.
Comfort using AI tools (ChatGPT, Claude, and similar) to speed up drafting, summarizing, and follow-up work.
Bilingual English and Spanish.
Prior experience managing a small office or supporting multiple departments at the same time.

How to Apply for This Role

Send a resume or work history listing the admin functions you have handled and approximate years on each. Include references from prior office or administrative employers. Apply Here.

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Current Job Openings

Truly Tough Contractors and its trade divisions are actively hiring across the Coachella Valley. Select a role below to view the full posting.

Browse All Open Roles

Company Name & Location:

Truly Tough Contractors

180 W Oasis Rd, Palm Springs, CA, 92262

Employment Type

Full-Time

Date Posted

April 18, 2026

This is an ongoing position with no set closing date. Applications are reviewed on a rolling basis.

Pay

$20 — $30

Hourly pay (USD), paid weekly. Compensation is based on experience. Overtime may be available during peak season.

How to Apply

Interested candidates are encouraged to submit a resume and brief work history. Apply Here

Office Admin