Accounts Payable Staff Accountant

Accounts Payable Staff Accountant

Aircraft Specialists and PrivateFlite Aviation offer a comprehensive range of general aviation services, including FBO operations, FAA Part 145 Maintenance, and Part 135 Charter services. Based just outside Louisville, Kentucky, our mission is to "Provide the Ultimate Client Experience." Our culture is built on six core values that guide every interaction and decision: Integrity, We Before Me, Commitment to Excellence, Service-Centered, Level 10 Attitude, Always Be Winning. Every team member is expected to embody these values as we serve our clients and support one another. Whether in the hangar, on the ramp, or in the air, we are united in delivering unmatched service and excellence in aviation.

The Accounts Payable Staff Accountant is responsible for managing the full-cycle accounts payable process across multiple affiliated companies, including vendor onboarding, payment processing, account reconciliations, annual 1099 administration, and compliance with company policies and accounting standards.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple entities while maintaining accuracy and confidentiality.

Essential Duties and Responsibilities:

• Manage the full-cycle accounts payable process for all affiliated companies, including:
• Aircraft Specialists, Inc. (ASI)
• AS Services
• PrivateFlite Aviation
• Blue Sky
• Bravo Air
• TS Sky
• Air Holdings
• PrivateFlite LLC
• Additional holding/pass-through entities as assigned
• Verify invoice approvals and ensure compliance with company purchasing policies.
• Review, code, import and process vendor invoices accurately and timely.
• Review lease agreements, contracts, and payment terms prior to processing payments.
• Prepare weekly check runs, ACH payments, and electronic payments.
• Maintain vendor files, including W-9s, banking information, tax documentation, and contact information.
• Set up new vendors within QuickBooks, Approval Max and other accounting systems.

• Reconcile accounts payable balances monthly.
• Reconcile corporate credit card transactions and resolve discrepancies.
• Perform monthly account reconciliations, including intercompany accounts.
• Record leaseback payments in the appropriate company entities.
• Assist with month-end closing activities as assigned.
• Maintain accurate financial records in accordance with GAAP and company policies.

• Prepare accounts payable reports for management.
• Monitor outstanding vendor balances and resolve invoice discrepancies.
• Ensure compliance with internal controls, accounting policies, and financial procedures.
• Maintain organized accounting documentation to support audits and financial reporting.

• Serve as backup for Accounts Receivable functions during absences or periods of increased workload.
• Collaborate with Purchasing, Operations, and other departments to resolve invoice and vendor issues.
• Participate in accounting process improvements, automation initiatives, and system enhancements.
• Assist with special projects and additional accounting responsibilities as assigned.

Preferred Qualifications:

• Experience managing multiple companies or entities.
• Experience with intercompany accounting.
• Strong analytical and problem-solving abilities.
• Exceptional attention to detail and accuracy.
• Self-motivated with the ability to work independently while contributing to a team environment.
• Continuous improvement mindset with a willingness to identify and implement more efficient processes

Required Qualifications:

• Bachelor's degree in Accounting, Finance, or related field preferred; equivalent accounting experience may be considered.
• Minimum of 2 years of accounts payable or general accounting experience preferred.
• Experience with QuickBooks or similar accounting software preferred.
• Advanced proficiency in Microsoft Excel.
• Strong understanding of accounting principles and financial reporting.
• Ability to maintain confidentiality and exercise sound judgment.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule: Monday to Friday

Salary: $65,000-$75,000 DOE