Finance & Operations Administrative Assistant

Home Carpet One • Chicago, IL

11d • Onsite

About The Position

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.

Requirements

• 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

Nice To Haves

• Experience with accounts payable/receivable processes (preferred)
• Vendor communication, purchasing, or claims/credit experience (preferred)

Responsibilities

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees