Senior Bookkeeper - Private Aviation

Position Type:
Full-Time | Remote
Working Hours:
9:00 a.m. – 5:00 p.m. Eastern Time (ET), Monday–Friday
After-Hours Availability:
Occasional evenings, weekends and holidays for time-sensitive aviation-related matters
About the Role
We are looking for a highly detail-oriented
Senior Bookkeeper / Accounting Operations Specialist
with direct experience in
private aviation, aircraft charter, luxury travel or a closely related aviation environment
.
You will take ownership of the company's financial records, ensuring the books are accurate, organized and ready to support a growing private aviation operation. This includes reconciling 10+ accounts, managing domestic and international vendor and operator payments, keeping booking and financial records aligned, tracking profitability by flight, and preparing clear management reports.
This is a hands-on role for someone who understands that aviation accounting requires more than traditional bookkeeping. Flight-related expenses can involve aircraft operators, catering, ground transportation, international payments, and other time-sensitive costs. You should be comfortable working across these moving parts while maintaining a high level of accuracy and confidentiality.
You will also have the opportunity to improve existing processes by building smarter spreadsheets, dashboards, templates, and automation that reduce manual work and prevent errors.
Key Responsibilities
Reconciliation & Financial Accuracy
Perform monthly and quarterly reconciliations across 10+ bank, credit card, HubSpot, and accounting accounts.
Use Xero to review, categorize, and reconcile business transactions.
Maintain consistent chart-of-accounts and expense-coding practices.
Identify duplicate payments, missing transactions, unusual charges, and other discrepancies.
Ensure supporting documentation is properly maintained and financial records remain complete and accurate.
Aviation Payments & Vendor Management
Track vendor and customer balances, payment status, invoices, and supporting documentation.
Manage payments to aircraft operators, vendors, and service providers worldwide.
Coordinate domestic and international payments, including foreign currency transactions.
Work with platforms such as Convera to create, track, and reconcile payment orders.
Monitor recurring vendors and fixed expenses for changes in spending.
Work with internal teams, vendors, and aircraft operators to resolve payment issues and discrepancies.
Handle time-sensitive financial issues that may affect active or upcoming flights.
Booking & Financial Operations
Keep booking and deal records aligned between HubSpot and Xero.
Update HubSpot deal stages as bookings move from quote to confirmed, invoiced, paid, and completed.
Maintain booking details including trip dates, routing, aircraft, operator, pricing, and payment status.
Match bookings to revenue and reconcile HubSpot deal and payment data against accounting records.
Ensure financial information accurately reflects changes to trips and bookings.
Trip Profitability & Financial Reporting
Track gross and net margins by trip or flight.
Monitor trip-related expenses including aircraft charter costs, catering, ground transportation, and other operational expenses.
Prepare monthly, quarterly, and annual expense reports.
Maintain consolidated financial reporting for leadership.
Build fixed-cost and vendor variance reports to identify changes in spending.
Prepare management reports covering expenses, margins, vendor payments, and operational costs.
Provide leadership with clear financial data to support pricing, vendor, and spending decisions.
Systems & Process Improvement
Build and maintain Excel and Google Sheets templates, dashboards, and reporting tools.
Use advanced formulas such as XLOOKUP, VLOOKUP, INDEX/MATCH, and SUMIFS.
Create pivot tables, data validation rules, conditional formatting, and reporting dashboards.
Clean and combine data exported from multiple systems.
Identify opportunities to automate repetitive accounting and reporting processes.
Improve workflows to reduce manual work, prevent errors, and make financial information easier to access.
Maintain organized accounting records, supporting documents, and shared folders.
Required Experience & Skills
3+ years of professional experience in bookkeeping, accounting operations, or financial analysis.
Direct professional experience in private aviation, aircraft charter, aviation operations, luxury travel, or a closely related industry.
Strong hands-on experience with
Xero
, including:
Bank feeds, bank rules, and reconciliations.
Expense coding and chart-of-accounts management.
Bills, invoices, payments, and supporting documentation.
Tracking categories for trip- or flight-level reporting.
Profit & Loss, Balance Sheet, Aged Payables, and Aged Receivables reporting.
Proven experience reconciling
10+ accounts
on a monthly and quarterly basis.
Advanced proficiency in
Microsoft Excel and Google Sheets
.
Experience with internat