Finance & Operations Administrative Assistant

About Home Carpet One

Home Carpet One is a third-generation, family-owned flooring, kitchen, and bath retailer proudly serving Chicago since 1970. With a strong customer base across homeowners, interior designers, and builders, we take pride in delivering exceptional experiences for our customers and colleagues. As our business continues to grow, we're expanding our back-office support team to ensure our Finance and Purchasing functions remain efficient, accurate, and scalable.

About the role

The Finance & Operations Administrative Assistant provides essential support across Finance (AP, AR, tax, documentation) and Purchasing (claims, credits, vendor coordination). As we grow in volume, this role adds critical capacity – helping maintain accuracy, smooth communication, and operational consistency across departments.

This is an ideal role for someone highly organized, detail-oriented, and curious about how a retail business works behind the scenes. You’ll work closely with our Finance Manager, Purchasing team, and Operations leadership, ensuring we keep pace with increased transaction volume and maintain a best-in-class back-end operation.

What you'll do

• Daily transaction review: Review and input daily sales activity and payment data to ensure accurate, timely sales tax preparation across multiple jurisdictions.
• Trade invoicing: Generate and send invoices for trade accounts on credit terms; track and follow up on outstanding balances as needed.
• Documentation management: Collect, review, and maintain contractor and trade customer documentation, including resale certificates, insurance, and credit applications.
• Lien waivers: Coordinate with title companies to process lien waivers for completed projects – track progress, prepare documents, and ensure proper receipt.
• Purchasing support: Learn and support the purchasing workflow (sales order review, PO review, vendor communication) to assist during peak periods or when colleagues are out.

Who we're looking for

• Detail-obsessed: You catch inconsistencies that others miss and take pride in getting the details right.
• Organized: You stay on top of multiple open tasks, deadlines, and follow-ups without dropping the ball.
• Reliable communicator: You keep teams, vendors, and customers updated with clear, respectful communication.
• Team player: You collaborate well across Finance, Purchasing, Sales, and Operations.
• Curious learner: You’re eager to learn how a retail business runs and how you can contribute

Qualifications

• 1–3 years of experience in accounting support, purchasing, operations, or similar administrative roles
• Strong proficiency in Microsoft Excel
• Experience with accounts payable/receivable processes (preferred)
• Vendor communication, purchasing, or claims/credit experience (preferred)
• Ability to work full-time, on-site at our Chicago showroom