Office Administrator & Bookkeeper
: Job Details :

Ontogen Medtech is a leading provider of design, development, and contract manufacturing services for medical devices in the Chicagoland area. Committed to innovation and excellence, we specialize in delivering cutting-edge solutions that improve outcomes and advance patient care.

We are seeking a full-time

Office Administrator & Bookkeeper

to join our growing team. This role is ideal for a highly organized, detail-oriented individual who thrives in a dynamic environment and is comfortable wearing many hats. The position will play a critical role in supporting daily operations, financial tracking, and administrative processes across the company.

Key Responsibilities:

Accounting & Finance

• Manage accounts payable/receivable, reconciliations, payroll, and financial reporting

• Ensure accuracy of time entry record-keeping in QuickBooks for payroll and client billing

• Create and issue invoices as part of accounts receivable; track and follow up on outstanding balances

• Oversee purchasing and vendor coordination

• Maintain accurate records in QuickBooks Online

Administration & HR

• Manage daily office administration, including front desk coverage and serving as the first point of contact for visitors and calls

• Coordinate new employee onboarding and training

• Maintain employee records and support HR processes

• Plan and coordinate company events and meetings

Quality & Compliance

• Manage controlled documents, including review, change requests, filing, and implementation in line with QMS requirements

• Oversee maintenance and calibration activities, coordinating with third parties and ensuring records are properly kept

Inventory & Fulfillment

• Oversee inventory control and material movement within the MRP system, including documentation, labeling, and reconciliation

• Manage shipping, receiving, and physical material control

• Provide order fulfillment services for clients, including processing, pick/pack/ship, and handling returns (RMAs)

Other

• Support special projects and provide additional assistance as assigned by management

At minimum

, candidates will have:

• Bachelor's Degree

• Prior experience as Office Manager, Bookkeeper, Accountant, or Administrative professional

• Strong proficiency in MS Office

• Strong proficiency in QuickBooks Online

• Demonstrated ability to work independently with minimal supervision

• Excellent oral and written communication skills

• Demonstrated organizational, interpersonal, and critical thinking skills.

Ontogen offers a comprehensive and competitive benefits package for employees, including 401(k) matching, medical/dental/vision insurance, and unlimited PTO. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the U.S. and to complete the required verification document upon hire.