Position Type: Full-Time | Remote
Working Hours: 9:00 AM–5:00 PM U.S. Eastern Time, Monday–Friday
About the Role
We are looking for a detail-oriented Senior Bookkeeper / Accounting Operations Specialist to manage financial records and support accounting operations. You will be responsible for keeping the books accurate, reconciling 10+ accounts, managing vendor and customer payments, tracking trip profitability, and maintaining accurate financial and booking records. You will also help improve systems, reporting, and automation to reduce manual work. The role requires strong Xero, Excel and Google Sheets experience, along with the ability to work independently and handle confidential financial information.
Key Responsibilities
Accounting & Reconciliation
- Perform monthly and quarterly reconciliations across 10+ bank, credit card, HubSpot and accounting accounts.
- Review and categorize expenses in Xero.
- Identify duplicate payments, missing transactions, unusual charges, and discrepancies.
- Maintain accurate financial records and supporting documentation.
Payments & Vendor Management
- Track vendor and customer payments, outstanding balances, and payment status.
- Coordinate domestic and international payments, including foreign currency transactions.
- Manage payments through platforms such as Convera (GlobalPay).
- Work with vendors, operators, and internal teams to resolve payment issues.
Trip Profitability & Reporting
- Track gross and net margins by trip or flight.
- Monitor trip-related costs including aircraft, catering, transportation, and other operational expenses.
- Prepare monthly, quarterly, and annual expense and financial reports.
- Maintain vendor variance and fixed-cost reports.
- Provide management with clear reporting on expenses, margins, and payments.
CRM & Systems Management
- Keep HubSpot deal stages and booking information up to date.
- Maintain accurate trip details, pricing, invoicing, and payment status.
- Reconcile HubSpot data with Xero and other financial records.
- Organize financial documents and shared accounting folders.
Process Improvement
- Build and maintain Excel and Google Sheets templates, dashboards, and reporting tools.
- Use formulas, pivot tables, and data validation to improve reporting.
- Identify opportunities to automate repetitive accounting and reporting tasks.
- Improve processes to reduce manual work and prevent errors.
Required Experience & Skills
- 3+ years of experience in bookkeeping, accounting operations, or financial analysis.
- Strong hands-on experience with Xero, including reconciliation, expense coding, and reporting.
- Experience reconciling 10+ accounts on a monthly and quarterly basis.
- Advanced Microsoft Excel and Google Sheets skills, including XLOOKUP/VLOOKUP, INDEX/MATCH, SUMIFS, pivot tables, and data validation.
- Experience handling international payments and foreign currency transactions.
- Strong understanding of financial reporting and account reconciliation.
- Fluent English with strong written and verbal communication skills.
- Excellent attention to detail and ability to handle confidential financial information.
- Ability to work independently in a remote environment.
- Availability during U.S. Eastern Time business hours.
Preferred Qualifications
- Experience with Convera GlobalPay and international payment workflows.
- Experience with HubSpot or a similar CRM.
- Experience in private aviation, charter, luxury travel, or hospitality.
- Experience working with U.S.-based companies and USD accounting.
- Experience building automated reports or workflows.
- Xero Advisor Certification.
- Degree in Accounting, Finance, or a related field.
Remote & Availability Requirements
- Reliable high-speed internet and a dedicated, secure workspace.
- Must be available during 9:00 AM–5:00 PM ET, Monday–Friday.
- Occasional after-hours, weekend, or holiday availability is required for urgent matters such as operator payments, declined cards, or vendor issues affecting active flights.
- Must be reachable by phone and able to respond promptly during urgent situations.
What Success Looks Like
Within the first 90 days, you will be expected to learn the company's systems and vendor network, reconcile all 10+ accounts, align HubSpot records with the books, complete a monthly close, and deliver trip-level margin reporting.
Over time, you will help make the accounting and reporting process faster, more accurate, and more automated while providing leadership with reliable financial information for business decisions.
Interview Process
- AI Screening
- Client Interview
- Offer Stage
#LI-AG1
