Bookkeeper / Office Administrator

Bookkeeper / Office Administrator

Job Description

Position Summary

The Bookkeeper / Office Administrator is responsible for the day-to-day bookkeeping, accounting support, recordkeeping, and administrative functions of the company. This role will maintain accurate and timely financial records in QuickBooks Online (QBO), support daily office operations, and work closely with management and the company’s outside CPA/accounting advisor. The ideal candidate is organized, detail-oriented, comfortable working independently, and able to recognize transactions or accounting matters that require escalation.

Key Responsibilities

Daily Bookkeeping & QuickBooks Online

· Maintain accurate and current financial records in QuickBooks Online.

· Enter, review, and appropriately categorize routine business transactions.

· Maintain organized supporting documentation and attach receipts, invoices, and other records to QBO transactions when appropriate.

· Maintain accurate vendor, customer, and account records.

· Identify unusual, material, or unclear transactions and escalate them to the outside CPA/accounting advisor rather than determining complex accounting treatment independently.

Accounts Payable & Vendor Administration

· Enter vendor bills and maintain accurate accounts payable records.

· Prepare or schedule vendor payments for management approval in accordance with company procedures.

· Maintain vendor files and obtain required documentation, including Forms W-9.

· Monitor outstanding bills and due dates and communicate upcoming payment needs to management.

· Assist with year-end vendor reporting and Form 1099 information gathering as requested.

Student Accounts, Accounts Receivable & Deposits

· Prepare and maintain non-student customer invoices and accounts receivable directly in QBO only when those transactions are not managed through Flight Schedule Pro, as directed by management.

· Escalate questions regarding revenue recognition, unapplied student funds or deposits, refunds, or unusual student account transactions to the outside CPA/accounting advisor.

· Do not manually duplicate Flight Schedule Pro-generated invoices, payments, deposits, or other integrated activity in QBO.

· Maintain supporting documentation for adjustments, refunds, credits, and other non-routine student account activity.

· Ensure student deposits, payments, credits, refunds, and other account activity are accurately reflected in the appropriate systems.

· Investigate routine discrepancies between Flight Schedule Pro and QBO and escalate unresolved discrepancies as necessary.

· Reconcile student accounts receivable and deposit activity among Flight Schedule Pro, payment processors or bank deposits, and QBO.

· Verify that Flight Schedule Pro activity is properly syncing or integrating with QuickBooks Online.

· Monitor student payments and deposits recorded through Flight Schedule Pro.

· Maintain and monitor student accounts receivable through Flight Schedule Pro (FSP).

Aircraft & Aviation Accounting Support

· Track operating expenses by aircraft using the company’s established QBO tracking structure.

· Accurately code aircraft-related costs, including lease payments, fuel, maintenance, repairs, insurance, hangar expenses, crew costs, and other operating expenses.

· Maintain supporting schedules for aircraft lease obligations and required maintenance or reserve accounts in accordance with procedures established by management and the outside CPA/accounting advisor.

· Maintain organized copies of aircraft-related invoices, lease documentation, maintenance records relevant to accounting, and other financial support.

· Assist in reconciling aircraft-level activity to QBO and investigate routine discrepancies.

· Refer questions involving lease accounting, reserve accounting, capitalization, or other technical accounting matters to the outside CPA/accounting advisor.

Month-End Accounting Support

· Complete assigned month-end bookkeeping tasks according to the established close checklist.

· Ensure routine transactions and assigned supporting schedules are complete before books are submitted for review.

· Prepare and maintain recurring schedules requested by the outside CPA/accounting advisor.

· Respond to review questions and provide supporting documentation for transactions.

· Record approved adjusting journal entries provided by the outside CPA/accounting advisor, when requested.

· Assist with correcting bookkeeping items identified during monthly review.

· Confirm Flight Schedule Pro-to-QBO activity is complete and reconciled for the accounting period before submitting the books for monthly review.

Office Administration

· Support routine office operations, correspondence, document management, and filing.

· Maintain organized electronic and physical business records.

· Assist management with vendor, customer, employee, and operational documentation.

· Coordinate with outside service providers as directed.

· Perform other reasonable administrative duties necessary to support daily business operations.

Accounting Matters to Escalate

The Bookkeeper / Office Administrator is expected to independently handle routine bookkeeping transactions within established procedures. The following matters should be referred to management and/or the outside CPA/accounting advisor for review and guidance:

· Unusual, significant, or unclear transactions.

· New or modified aircraft leases or other significant contracts.

· Questions involving operating lease accounting or other GAAP treatment.

· Aircraft maintenance or reserve accounting questions.

· Capitalization versus expense decisions that are not routine.

· Fixed asset additions, disposals, depreciation, or impairment questions.

· Debt, financing, owner/equity, or distribution transactions.

· Intercompany transactions or balances between related entities.

· Changes to the chart of accounts or established accounting procedures.

· Complex accruals, estimates, tax matters, or other non-routine journal entries.

Qualifications

· Minimum 2–3 years of bookkeeping, accounting support, or similar experience preferred.

· Experience with QuickBooks Online strongly preferred.

· Working knowledge of accounts payable, accounts receivable, and general bookkeeping procedures.

· Strong Microsoft Excel or comparable spreadsheet skills.

· Ability to maintain accurate supporting schedules and organized documentation.

· Strong attention to detail, follow-through, and time management.

· Ability to work independently while following established accounting procedures.

· Ability to recognize when a transaction or accounting question should be escalated.

· Professional communication skills and ability to work effectively with management, vendors, customers, employees, and outside accounting professionals.

· Aviation industry experience is helpful but not required.

Preferred Attributes

· Highly organized and dependable.

· Comfortable managing multiple priorities in a growing business.

· Strong problem-solving skills without overstepping established accounting authority.

· Able to maintain confidentiality regarding financial, employee, and business information.

Willingness to learn aviation-specific processes and company procedures.

Pay: $25.00 - $30.00 per hour

Benefits:

• Paid time off

Work Location: In person