Accounts Payable Administrator

SUMMARY

Airshare is a company that values its people and recognizes their contributions to the success of the organization. We believe in teamwork and collaboration to ensure that customers are safely and punctually transported to their destinations. Whether you work as a pilot, mechanic, or part of the operations team, Airshare acknowledges the critical role each individual plays in the seamless execution of every trip. The company prides itself on delivering exceptional service and has fostered a dynamic and rewarding culture.

The Accounts Payable Administrator is responsible for overseeing the complete accounts payable process, including payment processing, record management, and supporting the accounting department in maintaining accurate financial records. This position requires working in the Corporate Headquarters office, located in Overland Park, KS. This is not a remote or hybrid role.

ESSENTIAL DUTIES

• Payment processing and record management

• Set up new vendors and maintain vendor records, including W-9s and 1099 reporting requirements

• Assist with year-end 1099 reporting

• Route bills for approval according to policy and ensure accurate entry and coding in the NetSuite accounting system

• Monitor payables aging, preparing, and recording all vendor disbursements to ensure timely payments

• Maintain vendor files, statement reconciliations, and vendor communications

• Reconcile the month-end accounts payable general ledger account, accrue for recurring vendor bills not received, and provide notes on extraordinary expenditures

• Timely and accurate 3-way matching of maintenance, training, and trip-related invoices

• Process 3-way matching to Corridor purchase orders, and communicate discrepancies with the parts manager

• Generate weekly uploads to add maintenance payables to the accounting system

• Maintain maintenance vendor files and communications

• Run Corridor reports to monitor unmatched purchase orders

• Process 3-way matching to NetSuite training purchase orders

• Confirm managed training allocation and follow up on unmatched training purchase orders

• Assist with processing 3-way matching of fuel and trip expenses to trip records

• Record monthly amortization of prepaid training expenses and other prepayments as assigned

• Report hours for engine programs and accrue for bills not received

• Assist with the administration of corporate credit cards and Concur expense tracking

• Assist with bank communications, fraud disputes, credit limit monitoring, and new card requests

• Assist with new user setup, user presentations, and assist users with the tracking system (Concur)

• Assist in the Corridor maintenance system month-end close report processing

• Assist in gathering support required for annual financial audits

Other duties as assigned

Qualified candidates will have 3-5+ years of experience in full-cycle Accounts Payable in a high-volume, fast-paced environment. Must be proficient in standard Office applications, specifically in Microsoft Excel.

• Ability to prioritize workload while maintaining attention to detail
• Effective communication skills - both oral and written
• Ability to work independently & as part of a team
• NetSuite accounting system experience is a plus
• Concur credit card tracking system experience is a plus

BENEFITS AND PERKS

• Medical, dental, and vision insurance - if you choose to participate, coverage will commence on the first day of the month following your date of hire
• Airshare offers a no-cost medical and dental option at the employee level
• Optional supplemental insurance benefits (accident, hospital indemnity, critical illness, life, short-term/long-term disability, and pet)
• Paid Parental Leave
• Company-paid term life insurance equal to 1.5 times your annual salary
• Two 401(k) retirement plans with employer match - you will be eligible to participate on the first of the month following 30 days of employment
• PTO is accrued based on the length of employment
• 11 holidays per year
• Access to relocation flights
• FREE Full Size on-site Gym with locker rooms and Sauna
• Group Fitness Classes and various activities (pickleball, running club, ping pong, etc.)
• FREE Access to Bicycle sharing
• Indoor and Outdoor Common areas with WIFI
• On-site café and Food Truck on Wednesdays
• Amazon Delivery lockers
• Covered Parking

Airshare is an Equal Opportunity-Affirmative Action Employer - Minority/Female / Disability / Veteran / Gender Identity / Sexual Orientation