Bookkeeper -- Aviation Operations

Job Description 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 balances
• Manage 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 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

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

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.

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