Bookkeeper — Aviation Operations

PlaneSmart! Aviation; Addison (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

PlaneSmart! Aviation, based in Addison, TX, is seeking a full-time Bookkeeper to manage day-to-day finances across its operations. This role requires maintaining accurate books, processing invoices, and preparing financial reports, directly under the supervision of the company President.

The ideal candidate should have proven bookkeeping experience, particularly with QuickBooks, and a detail-oriented approach to manage finances across multiple entities. This position is in-house and emphasizes accuracy and proactivity.

Qualifications

• Experienced in financial statement preparation and reconciliation.
• Ability to manage books for multiple entities.
• Comfortable with GAAP principles and working alongside a CPA.

Responsibilities

• Maintain accurate books for both PlaneSmart! Aviation and ClearStar.
• Process vendor invoices and manage payment schedules.
• Track and reconcile trip costs per charter leg.

Skills

Proven bookkeeping experience

Experience with QuickBooks

Detail-oriented and organized

Proactive communicator

Ability to manage multiple entities

Tools

QuickBooks

Aviation-specific software

Job description

About PlaneSmart! Aviation & ClearStar

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.

The Role

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.

Responsibilities

Core Bookkeeping

• 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

Accounts Payable & Receivable

• 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 balancesManage vendor relationships and payment terms

Aviation‑Specific Accounting

• 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

Systems & Reporting

• 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

What We're Looking For

Must-haves:

• 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 elevate issues
• 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

Strong pluses:

• 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

Compensation & Structure

• 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
• Competitive compensation commensurate with experience