**TileImpact, Inc.
**
**Virtual Assistant**
**Applications must include a resume in English.
Only English-language resumes will be reviewed.
**
**Location**: Remote (based in ; supporting U.S. Leadership Team)
Support a Growing U.S. Construction Company with Structure, Clarity, and Follow-Through
TileImpact, Inc. is a family-owned commercial tile and stone contractor serving the San Francisco Bay Area for over 20 years.
Our company is known for craftsmanship, strong values, and a culture of continuous improvement.
We practice 2-Second Lean, making small improvements every day that help our people work better and serve our customers well.
We are seeking a Virtual Office Manager to support company leadership with administrative coordination, financial recordkeeping support, operational organization, and process improvement.
This role helps ensure that the administrative and financial operations of the company run smoothly and accurately.
This is a hands-on role for someone who is highly organized, proactive, detail-oriented, and comfortable working with digital systems and structured workflows.
**Role Overview**
The Virtual Office Manager plays a critical role in maintaining the company's administrative organization and financial accuracy.
This role supports bookkeeping processes, documentation management, invoicing coordination, and internal operational systems.
The position works closely with leadership and team members to ensure that information is accurate, organized, and accessible, and that administrative processes support the company's growth.
**Key Deliverables**
**Financial Recordkeeping & Compliance Support**
Maintain accurate financial records and administrative documentation to support the company's accounting and compliance processes.
Responsibilities include:




Entering and organizing receipts and financial records in accounting software
Supporting accounts payable and vendor payment tracking
Reconciling credit card statements with purchase receipts and invoices
Monitoring company financial transactions for accuracy
Assisting with use tax and compliance documentation
Organizing financial records for accountant review
Maintaining accurate documentation related to financial transactions
Supporting project billing coordination with leadership
**Payroll & Financial Reporting Support**
Assist with payroll preparation and financial documentation.
Responsibilities include:
Entering employee hours from timecards into payroll systems
Reviewing timecard accuracy before payroll processing
Preparing financial reports and summaries for leadership review
Assisting with quarterly financial documentation for accountants
Helping identify discrepancies in financial records and supporting corrections
**Administrative Operations & Office Management**
Maintain organized administrative systems and company documentation.
Responsibilities include:
Organizing company records and administrative files
Managing office documentation and project records
Maintaining project information in internal systems
Managing administrative tracking systems and records
Coordinating documentation related to contracts, licenses, and compliance
Supporting leadership with administrative coordination tasks
**Compliance,



Process Improvement & Team Support**
Help maintain organized processes and support continuous improvement of company systems.
Responsibilities include:
Maintaining employee and administrative compliance records
Supporting company documentation systems and recordkeeping
Creating and updating Standard Operating Procedures (SOPs)
Identifying opportunities to improve administrative processes
Maintaining internal organizational systems and documentation
Supporting leadership with operational and administrative projects
**Tools & Systems Used**
You will work regularly with digital systems such as:
QuickBooks (accounting and financial records)
FileMaker (internal company systems)
Google Workspace
Internal documentation systems
AI tools such as ChatGPT for analysis and documentation support
We are looking for someone who demonstrates:
Strong attention to detail and organizational skills
High level of integrity and reliability
Ability to manage multiple administrative tasks accurately
Comfort working with financial documentation and data entry
Ability to learn and use digital business systems
Proactive mindset and strong follow-through
Clear written communication
Ability to work independently while supporting a remote leadership team
**What Success Looks Like in This Role**
A successful Virtual Office Manager will:
Maintain highly organized and accurate administrative systems
Ensure financial records and documentation are consistently updated
Support leadership by keeping administrative processes running smoothly
Improve workflows through thoughtful process improvements
Provide dependable operational support to the company leadership team
**About TileImpact**
TileImpact, Inc.

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