Senior Bookkeeper

We are seeking a detail-oriented Senior Bookkeeper / Accounting Operations Specialist to join our team on a full-time remote basis. This role involves managing financial records, reconciling over 10 accounts, overseeing vendor and customer payments, tracking trip profitability, and maintaining accurate booking and financial data. The ideal candidate will have strong expertise in Xero, Excel, and Google Sheets, with the ability to work independently while handling confidential financial information. The position operates during U.S. Eastern Time business hours, Monday through Friday, with occasional after-hours availability for urgent matters.

Key Responsibilities

Accounting & Reconciliation:
Perform monthly and quarterly reconciliations across multiple bank, credit card, HubSpot, and accounting accounts. Review and categorize expenses in Xero, identify duplicate payments, missing transactions, and discrepancies. Maintain accurate financial records and supporting documentation.

Payments & Vendor Management:
Track vendor and customer payments, outstanding balances, and payment statuses. Coordinate domestic and international payments, including foreign currency transactions, using platforms such as Convera (GlobalPay). Collaborate with vendors, operators, and internal teams to resolve payment issues.

Trip Profitability & Reporting:
Monitor gross and net margins by trip or flight, including costs related to aircraft, catering, transportation, and other operational expenses. Prepare monthly, quarterly, and annual expense and financial reports. Maintain vendor variance and fixed-cost reports, providing management with clear insights on expenses, margins, and payments.

CRM & Systems Management:
Keep HubSpot deal stages and booking information current, ensuring accurate trip details, pricing, invoicing, and payment status. Reconcile HubSpot data with Xero and other financial records. Organize financial documents and shared accounting folders for easy access.

Process Improvement:
Develop and maintain Excel and Google Sheets templates, dashboards, and reporting tools using advanced formulas, pivot tables, and data validation. Identify opportunities to automate repetitive accounting and reporting tasks to reduce manual work and minimize errors.

Required Qualifications

- Minimum of 3 years’ experience in bookkeeping, accounting operations, or financial analysis.
- Proficient in Xero, including reconciliation, expense coding, and reporting.
- Experience reconciling 10+ accounts on a monthly and quarterly basis.
- Advanced skills in Microsoft Excel and Google Sheets, including XLOOKUP/VLOOKUP, INDEX/MATCH, SUMIFS, pivot tables, and data validation.
- Experience managing international payments and foreign currency transactions.
- Strong understanding of financial reporting and account reconciliation.
- Fluent in English with excellent written and verbal communication skills.
- Exceptional attention to detail and ability to handle confidential financial information.
- Ability to work independently in a remote environment.
- Availability during U.S. Eastern Time business hours (9:00 AM–5:00 PM, Monday–Friday).

Preferred Qualifications and Benefits

- Experience with Convera GlobalPay and international payment workflows.
- Familiarity with HubSpot or similar CRM platforms.
- Background in private aviation, charter, luxury travel, or hospitality industries.
- Experience working with U.S.-based companies and USD accounting.
- Proven ability to build automated reports or workflows.
- Xero Advisor Certification is a plus.
- Degree in Accounting, Finance, or a related field.

Remote & Availability Requirements

Candidates must have reliable high-speed internet and a dedicated, secure workspace. While the primary schedule is standard business hours, occasional after-hours, weekend, or holiday availability is necessary for urgent issues such as operator payments, declined cards, or vendor problems affecting active flights. Prompt responsiveness by phone during urgent situations is essential.

Success in this role will be demonstrated within the first 90 days by mastering company systems and vendor networks, completing reconciliations of all accounts, aligning HubSpot records with financial books, closing monthly accounts, and delivering detailed trip-level margin reporting. Over time, the specialist will enhance the efficiency, accuracy, and automation of accounting and reporting processes, providing leadership with reliable financial insights to support business decisions.

The interview process includes AI screening, a client interview, and an offer stage.