Bookkeeper — Aviation Operations

Responsibilities

• Maintain accurate books for both PlaneSmart! Aviation and ClearStar as separate legal entities
• Perform all daily and weekly data entry — transactions, receipts, expenses, and vendor records
• Reconcile bank and credit card accounts monthly across both entities
• Manage intercompany accounting — allocations, shared costs, and keeping the two entity ledgers clean and properly separated
• Prepare and deliver a monthly Profit & Loss statement and Balance Sheet to the President — on schedule
• Maintain the Chart of Accounts structured to reflect aviation operational realities for a 135 and 145 operation
• Process vendor invoices and manage payment schedules for both companies
• Invoice clients for charter trips, aircraft management fees, and maintenance work orders
• Parts invoicing for the ClearStar MRO operation — tracking parts purchased and received against work orders and ensuring accurate billing to customers
• Monitor accounts receivable aging and follow up on outstanding balances
• Manage vendor relationships and payment terms
• Accurately categorize aviation expenditures — fuel, landing fees, pilot and crew expenses, hangar rent, insurance, and Part 135 and 145 compliance costs
• Track and reconcile trip costs per charter leg — fuel, FBO fees, crew per diem, handling charges
• Maintain aircraft maintenance reserve ledgers — logging accruals and reconciling against maintenance events as they occur
• Support payroll data entry and timesheet processing, particularly for mechanics and flight crew
• Own the bookkeeping software environment (QuickBooks) — keep it organized, accurate, and audit-ready
• Identify process gaps and work with leadership to build more efficient workflows
• Maintain organized digital records for all financial documents, contracts, and invoices
• Produce clean, consistent monthly reporting that gives the President a clear picture of financial health across both entities

Requirements

• Proven bookkeeping experience — QuickBooks (Online or Desktop), reconciliation, AP/AR, financial statement preparation
• Experience working under or alongside a CPA — you understand GAAP principles and know when to escalate
• Ability to manage books across multiple entities and keep intercompany transactions properly separated
• Detail-oriented and organized — data entry accuracy is non-negotiable in this role
• Proactive communicator — you flag issues before they become problems and deliver without being chased
• Comfortable building and documenting processes, not just following them

Qualifications

• Prior bookkeeping experience at an FBO, charter operator, Part 135 carrier, Part 145 MRO, or flight school is a strong plus
• Familiarity with aviation-specific software (e.g., AvPay, Traxxall, or similar) is a plus
• Experience with parts invoicing and work order billing in a maintenance environment is a plus
• Exposure to aircraft depreciation schedules, maintenance reserve accounting, or charter trip cost reconciliation is a plus
• Comfort using AI tools to improve workflows, automate checks, or build reporting templates is a plus

Benefits

• Full-time, in-house position based in Addison, TX
• Reports directly to the President of PlaneSmart! Aviation
• Works in close coordination with the company CPA

Pay

Competitive compensation commensurate with experience

Schedule

Full-time, in-office position

To Apply

Please submit your resume along with a brief note describing your bookkeeping background and any experience in aviation or multi-entity accounting. Familiarity with the specific demands of a 135 or 145 operation is a plus and worth mentioning.