Administrative Services Coordinator

Texas Jet is an award-winning FBO located at Fort Worth Meacham International Airport, known for our Culture of Excellence and dedication to exceptional customer and employee experiences. We are seeking a highly organized and detail-oriented Accounting & Administrative Coordinator to support the company’s accounting operations, payroll administration, employee onboarding coordination, and office administration functions. This position is currently held by a 25-year veteran of the company and will transition at the end of 2026. Position Overview The Accounting & Administrative Coordinator is responsible for supporting the day-to-day accounting, bookkeeping, payroll coordination, and administrative operations of Texas Jet. This role works closely with company leadership and external partners, including Paychex, to help maintain accurate financial records, employee documentation, payroll processing, and administrative compliance. This is a hands-on position requiring exceptional attention to detail, professionalism, discretion, and organizational skills. Key Responsibilities Manage and reconcile company bank accounts and credit cards monthly Enter vendor invoices, employee reimbursements, and credit card transactions into accounting software Process payments via checks, ACH, or online bill pay while maintaining accurate payment records Generate and send customer invoices; monitor accounts receivable and follow up on past-due balances Record and apply customer payments Assist with maintaining accurate financial statements and general ledger records in coordination with company leadership and external accounting partners Reconcile fuel inventory, sales tax, and vendor statements monthly Assist with annual audits and year-end reporting Maintain organized digital and paper accounting records and files Obtain and maintain Certificates of Insurance for tenants Advise the President and Vice President on Texas Jet’s cash flow, including a weekly forecast Advise the President and Vice President on all Line of Credit utilization Prepare monthly P&L statements from accounting software Payroll & Employee Administration Coordinate biweekly payroll processing through Paychex and ensure payroll accuracy Maintain employee payroll records and onboarding documentation Assist employees with payroll, benefits, and administrative questions as needed Coordinate benefits enrollment and employee updates through Paychex systems Support workers’ compensation reporting, audits, and documentation Maintain employee records and ensure documentation compliance Maintain personnel files and administrative records Track attendance, PTO requests, and employee documentation through Paychex systems Support annual fuel audit processes and administrative follow-up Ensure confidentiality and security of financial and employee information Uphold and promote Texas Jet’s Culture of Excellence and professional standards Assist with FBO front desk operations as needed (infrequently) Qualifications Required 2-5 years of bookkeeping, accounting, or office administration experience Proficiency in Accounting Software and Microsoft Excel Experience coordinating payroll and employee administrative functions Strong organizational skills and exceptional attention to detail Ability to manage confidential financial and employee information professionally Strong communication and interpersonal skills Ability to prioritize tasks and manage multiple responsibilities independently Preferred Experience working with payroll or HR platforms such as Paychex Prior experience in aviation, hospitality, or service-oriented industries Familiarity with payroll processing, employee onboarding, and benefits administration Associate’s or Bachelor’s degree in Accounting, Business Administration, or related field Competitive salary based on experience Comprehensive benefits package including health insurance, 401(k), and paid time off Stable, team-oriented work environment with a long-standing reputation for excellence #J-18808-Ljbffr