Bookkeeper — Aviation Operations

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 Were 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.