Virtual Assistant

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 companys 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 companys growth.

Key Deliverables

Financial Recordkeeping & Compliance Support

Maintain accurate financial records and administrative documentation to support the companys 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

Monitoring company email inboxes and administrative communication

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

Monday.com (task and time tracking)

QuickBooks (accounting and financial records)

FileMaker (internal company systems)

Google Workspace

Internal documentation systems

AI tools such as ChatGPT for analysis and documentation support

Ideal Candidate Profile

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. is a commercial tile contractor focused on quality work and strong team culture. Our core values guide how we operate every day:

Empower and Grow

Innovate and Simplify

Take Proactive Action

Think Critically and Solve Problems

Collaborate with Humility and Gratitude

These values shape how we work together and how we serve our customers.

If you are a highly organized professional who thrives on creating structure, supporting leadership, and improving processes, we invite you to submit your application.

• Job Type: Remote role (Independent Contractor)
• Schedule: Available to work 40 hours/week, starting at 6:00 AM Pacific Time
• Compensation: Based on experience, shared with candidates during the interview process.