Office Manager

Job Description

Job Description

About Us
Winergy is a growing service company specializing in the testing and certification of critical hospital and medical research safety equipment. Our work plays an essential role in maintaining safety standards across healthcare and research facilities. We're a small, dedicated team passionate about doing meaningful work with integrity and precision.

We are currently seeking an experienced, highly organized, and dependable Office Manager to join our team in Chicago, IL. You will own the day-to-day bookkeeping and administrative backbone of a growing, mission-driven business while our technicians are in the field.

Position Summary
The Office Manager owns the financial and administrative operations of our Chicago office, including bookkeeping, invoicing, expense management, and compliance tracking, so that leadership and technicians can stay focused on client work. The ideal candidate is an experienced bookkeeper who is detail-oriented, proactive, and comfortable working independently in a small, fast-moving company. As Winergy grows, this role will grow with it.

Key Responsibilities

• Bookkeeping: Own day-to-day bookkeeping in QuickBooks, including accounts receivable and payable, bank and credit card reconciliations, and month-end close support.
• Invoicing and collections: Prepare and send client invoices, track payments, and follow up on past-due balances.
• Expenses and purchasing: Process vendor bills, purchases, employee reimbursements, credit card expenses, and expense reports.
• Payroll support: Track payroll inputs and support payroll processing and reporting.
• Insurance: Oversee insurance policies for company vehicles and general operations, including renewals and certificates of insurance.
• Calibration: Maintain and coordinate calibration schedules for test equipment to ensure readiness for field use.
• Client reporting: Ensure final reports and documentation reach clients on time by coordinating with field technicians.
• Attendance and accountability: Monitor employee time clocks for attendance and accuracy, and document performance issues, policy violations, and tardiness using standardized write-up procedures.
• Proposal support: Assist with client proposals by compiling information and formatting documents in Microsoft Excel and Word.

Qualifications

• Minimum of 3 years of bookkeeping or accounting experience, including accounts receivable/payable and account reconciliations.
• Proficiency in QuickBooks is required; strong working knowledge of Microsoft Excel and Word.
• Associate’s or bachelor’s degree in Accounting, Business Management, or a related field is preferred but not required.
• Strong organizational and multitasking skills.
• Professional communication and interpersonal abilities, with the discretion to handle confidential payroll and personnel information.
• Ability to work independently and adapt to shifting priorities.

Please highlight your bookkeeping experience, including QuickBooks, in your resume.

What You Can Expect

• A consistent weekday schedule with some flexibility based on business needs.
• Real ownership of the financial and administrative backbone of a growing small business.
• Exposure to a specialized healthcare-related industry.
• The opportunity to grow professionally alongside a driven and supportive team, with expanded responsibility as the company grows.
• Potential for a flexible schedule and some work-from-home time.

Compensation & Benefits

• Full-time, salaried position (40 hours/week): $45,000 – $65,000 depending on experience
• Paid holidays
• Health insurance stipend
• Retirement plan
• Remote work considered for the right candidate

Winergy is a growing service company specializing in the testing and certification of critical hospital and medical research safety equipment. Our work plays an essential role in maintaining safety standards across healthcare and research facilities. We're a small, dedicated team passionate about doing meaningful work with integrity and precision.

Company Description

Winergy is a growing service company specializing in the testing and certification of critical hospital and medical research safety equipment. Our work plays an essential role in maintaining safety standards across healthcare and research facilities. We're a small, dedicated team passionate about doing meaningful work with integrity and precision.