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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