Bookkeeper — Aviation Operations

PlaneSmart! Aviation•Addison, TX

6d•Onsite

About The Position

PlaneSmart! Aviation is a Part 91/135 charter and aircraft management operator headquartered at Addison Airport in Addison, TX. We provide aircraft management, on-demand charter, and aviation services to a range of clients across the region. ClearStar is our affiliated Part 145 operation — handling maintenance, repair, and overhaul alongside our flight operations. Together, the two entities form a full-service aviation group with a lean, capable team and a high standard for how work gets done. We are hiring a full-time, in-house Bookkeeper to own the day-to-day financial operations across both PlaneSmart! Aviation and ClearStar. You will be responsible for keeping the books clean, the invoices moving, and the monthly reporting on time — working directly under the President and in close coordination with our CPA. This is a hands-on, in-office role for someone who takes pride in accurate work and knows how to manage a financial workload across two related entities without letting things slip.

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

Nice To Haves

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

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