Fuel Farm Administrative/ Accounting Assistant

AVFLIGHT CORPORATION; City of Rochester (NY); On-site; USD 23,000 - 28,000; Full time

Job summary

AVFLIGHT CORPORATION is seeking a Full Time Administrator to support daily airport operations in Rochester, NY. Responsibilities include managing fuel inventory, invoicing customers, maintaining records and spreadsheets, and processing payments.

The role requires a high school diploma or GED and strong organization, data entry, and communication skills. The position involves handling financial transactions, coordinating supplies, and ensuring compliance with airport procedures.

Qualifications

• Must be 18 years of age.
• High school diploma or GED, or 1–3 months related experience and/or training.
• Ability to read, write and speak English.
• Ability to perform basic math calculations.
• Current Driver License with no violations in past 5 years.
• Able to work variable shifts including overtime, weekends and holidays.
• Able to obtain/maintain airport badges/seals.
• Knowledge of fuel inventory management, billing, and administrative procedures.
• Experience maintaining accurate records, processing payments, and preparing invoices.
• Skilled in inventory tracking.
• Strong customer service and communication skills.
• Proficient in data entry, recordkeeping, and computer-based financial systems.
• Ability to multitask, prioritize, and meet deadlines.
• Strong attention to detail and organization.
• Prolonged sitting and computer work.
• Must lift 15 pounds.

Responsibilities

• Maintain fuel inventory records and monitor fuel levels.
• Prepare and process weekly and monthly invoices.
• Maintain daily spreadsheets and record keeping for airlines & FBOs.
• Process ACH, credit card, and check payments; reconcile transactions.
• Manage inventory, order supplies, and coordinate stock.
• Provide A/R and A/P support including billing inquiries.
• Maintain customer accounts using customer management/financial software.
• Follow airport safety procedures and operational requirements.
• Assist with special projects.

Skills

Customer service

Communication skills

Data entry

Recordkeeping

Inventory tracking

Attention to detail

Multitasking

Problem solving

English literacy

Education

High School/GED Equivalent

Tools

Billing software

Accounts software

Customer management software

Job description

Job Details: Job Location: Avflight Rochester - Rochester, NY 14624, Position Type: Full Time, Education Level: High School/GED Equivalent, Salary Range: $17.00 - $20.00 Hourly, Job Shift: First Shift, Job Description

• Maintain accurate fuel inventory records and monitor fuel levels to support daily airport operations.
• Prepare and process weekly and monthly customer invoices
• Maintain daily spreadsheets and record keeping for airlines & FBO’s
• Process ACH, credit card, and check payments; reconcile transactions and maintain accurate account records
• Manage inventory, order supplies, and coordinate stock for operations
• Provide accounts receivable and accounts payable support, including billing inquiries and payment follow-up.
• Maintain accurate customer accounts using customer management and financial software
• Maintain organized administrative records and follow airport safety procedures and operational requirements.
• Other duties as assigned
• Assist with special projects

Qualifications: Requirements

• Must be 18 years of age;
• Must have a High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience ;
• Ability to proficiently read, write and speak English;
• Ability to perform basic math calculations;
• Must have current Driver License with no violations over the past 5 years;
• Must be able and flexible to work variables shifts including overtime, weekends and holidays
• Must be able to obtain and maintain all required Airports and Custom badges/seals
• Knowledge of fuel inventory management, billing, and administrative procedures.
• Experience maintaining accurate records, processing payments, and preparing invoices.
• Skilled in inventory tracking
• Strong customer service and communication skills.
• Proficient in data entry, recordkeeping, and computer-based financial systems.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Strong attention to detail, organization, and problem-solving skills.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at a time