The posting
Bookkeeper – Xero, Account Reconciliation & Financial Reporting | Private Aviation | Remote
Position Type: Full-Time, Remote Location: Worldwide – Open to International Candidates Working Hours: 9:00 AM – 5:00 PM U.S. Eastern Time (ET), Monday–Friday Industry: Private Aviation / Charter Services Department: Accounting & Financial Operations
About the Role
At Pavago, one of our clients, a growing private aviation company, is hiring an experienced Bookkeeper to manage financial records, account reconciliations, vendor payments, and operational reporting.
The company provides on-demand private charter flights and personalized travel experiences for high-net-worth individuals, executives, and entrepreneurs. Its operations involve coordinating aircraft, operators, catering, ground transportation, and other services across multiple destinations worldwide.
This is a hands-on accounting role requiring strong experience with Xero, Microsoft Excel, Google Sheets, international payments, and financial reconciliation.
You’ll be responsible for maintaining accurate financial records, reconciling 10+ accounts, tracking payments to international vendors and operators, and helping leadership understand the profitability of individual flights.
Beyond day-to-day bookkeeping, you’ll have the opportunity to improve accounting processes through better reporting, dashboards, templates, and automation.
What You’ll Own
Bookkeeping & Account Reconciliation
- Perform monthly and quarterly reconciliations across 10+ bank, credit card, HubSpot, and accounting accounts.
- Maintain accurate financial records using Xero.
- Review, categorize, and reconcile business expenses.
- Manage consistent expense coding and chart-of-accounts classifications.
- Identify duplicate payments, missing transactions, unusual charges, and discrepancies.
- Reconcile bank statements and corporate card transactions.
- Maintain supporting documentation for financial transactions.
- Ensure accounting records remain organized, accurate, and ready for reporting.
Accounts Payable, Receivable & Vendor Payments
- Track vendor and customer payments, outstanding balances, and payment statuses.
- Coordinate domestic and international vendor payments.
- Process and monitor foreign-currency transactions through platforms such as Convera GlobalPay.
- Maintain accurate payment records and supporting documentation.
- Coordinate with international operators, vendors, and internal teams to resolve payment discrepancies.
- Monitor recurring expenses and vendor costs.
- Identify changes in fixed expenses, including increases, decreases, and discontinued services.
- Respond promptly to urgent payment issues affecting active trips.
HubSpot & Booking Management
- Maintain accurate booking and payment information within HubSpot CRM.
- Update deal stages as bookings progress from quotation through completion.
- Track booking details, including:
- Trip dates and routing
- Aircraft and operators
- Booking prices
- Invoice status
- Payment status
- Reconcile HubSpot deal information against Xero financial records.
- Ensure booking, sales, and accounting records remain aligned.
- Investigate discrepancies between recorded revenue and booking information.
Trip Profitability & Financial Reporting
- Track gross and net profit margins for individual flights and trips.
- Monitor expenses associated with:
- Aircraft charter services
- Catering
- Ground transportation
- Operators and vendors
- Additional operational costs
- Prepare monthly, quarterly, and annual expense reports.
- Maintain consolidated financial reporting.
- Develop vendor and fixed-cost variance reports.
- Identify spending trends and unusual financial activity.
- Prepare management reports covering expenses, margins, payments, and operating costs.
- Provide accurate financial information to support leadership decisions.
Accounting Systems & Process Improvement
- Develop and maintain financial reporting templates using Excel and Google Sheets.
- Build dashboards for profitability, expense tracking, and financial variance analysis.
- Combine and clean financial data exported from multiple systems.
- Organize accounting documentation and shared financial folders.
- Improve reporting accuracy and reduce repetitive manual work.
- Identify opportunities to automate bookkeeping and reconciliation processes.
- Help develop scalable accounting workflows as the company grows.
Requirements
- 3+ years of experience in bookkeeping, accounting operations, financial analysis, or a related role.
- Proven hands-on experience using Xero for bookkeeping, reconciliations, expense coding, and reporting.
- Experience managing monthly and quarterly reconciliations across 10 or more accounts simultaneously.
- Advanced proficiency in Microsoft Excel and Google Sheets.
- Experience processing international payments and foreign-currency transactions.
- Strong understanding of accounts payable, accounts receivable, and expense management.
- Experience preparing financial reports and analyzing discrepancies.
- Fluent English with excellent written and verbal communication skills.
- Ability to work 9:00 AM–5:00 PM U.S. Eastern Time, Monday through Friday.
- Availability for occasional after-hours, weekend, and holiday emergencies.
- Reliable phone access for urgent financial matters.
- Dedicated, secure remote workspace with reliable high-speed internet.
- Strong organizational skills and ability to work independently.
- Exceptional attention to detail and sound judgment when handling confidential financial information.
Preferred Qualifications
- Direct experience with Convera GlobalPay, including international payment processing and approval workflows.
- Experience with HubSpot CRM or similar deal-management platforms.
- Previous experience in private aviation, charter services, luxury travel, or hospitality.
- Experience supporting U.S.-based businesses.
- Familiarity with U.S. dollar accounting and international vendor transactions.
- Experience building automated financial reports and dashboards.
- Xero Advisor Certification.
- Bachelor’s degree in Accounting, Finance, or a related field.
Tools & Technical Skills
Xero – Required
Candidates should be comfortable with:
- Bank feeds and bank rules
- Bank and corporate card reconciliations
- Chart of accounts management
- Expense categorization and coding
- Bills, invoices, and payment tracking
- Supporting financial documentation
- Tracking categories for trip-level reporting
- Profit & Loss statements
- Balance Sheets
- Aged Payables and Aged Receivables
Microsoft Excel & Google Sheets – Required
Advanced skills should include:
- XLOOKUP and VLOOKUP
- INDEX/MATCH
- SUMIFS
- Conditional formulas
- Pivot tables
- Data validation
- Conditional formatting
- Financial dashboards
- Expense and variance reporting
- Cleaning and combining data exports
Convera GlobalPay
- International beneficiary management
- Domestic and international payment processing
- Foreign-currency transactions
- Payment approval workflows
- Payment tracking and confirmations
- Reconciliation reporting
HubSpot CRM
- Deal and pipeline management
- Booking and payment tracking
- Deal-stage updates
- Contact and company records
- Exporting booking and payment information
- Reconciling CRM data against accounting records
Additional Platforms
Google Drive | Banking Platforms | Corporate Card Systems | Financial Reporting Tools
What Makes You a Strong Fit
You’ll likely thrive in this role if you:
- Take pride in maintaining accurate, organized financial records.
- Have extensive hands-on experience with Xero.
- Can confidently reconcile 10+ accounts without missing deadlines.
- Naturally investigate discrepancies and unusual transactions.
- Understand international vendor payments and foreign-currency transactions.
- Can translate financial data into useful reports for leadership.
- Have strong Excel and Google Sheets skills.
- Are comfortable working with multiple financial systems.
- Proactively identify opportunities to improve accounting processes.
- Can work independently without constant supervision.
- Understand the importance of discretion when handling confidential financial information.
- Remain responsive when urgent payment issues arise.
What a Typical Day Looks Like
Your day may begin by reviewing bank and corporate card activity, reconciling transactions in Xero, and identifying any discrepancies requiring attention.
You might then process an international vendor payment through Convera, update payment records in HubSpot, reconcile booking information against accounting records, or follow up on outstanding balances.
Throughout the day, you’ll review trip-related expenses, calculate flight profitability, prepare financial reports, and maintain dashboards that help leadership understand business performance.
You may also improve an existing spreadsheet, automate a recurring report, or organize financial documentation to make accounting processes more efficient.
In short: You’ll keep the company’s books accurate, vendor payments organized, and flight profitability visible while building more efficient financial systems.
Schedule & Availability
This is a fully remote, full-time position open to candidates worldwide.
Core Working Hours: 9:00 AM – 5:00 PM U.S. Eastern Time, Monday–Friday.
Because private aviation operates across different time zones, occasional support outside standard business hours is required.
You must be available to respond to time-sensitive financial matters, including:
- Urgent operator payments
- Declined corporate cards during active trips
- International vendor payment issues
- Financial problems that could disrupt a scheduled flight
Occasional evening, weekend, and holiday availability is required when emergencies arise.
Key Metrics for Success
- Accurate monthly and quarterly reconciliations across 10+ accounts
- Timely completion of month-end close
- Accuracy of Xero financial records
- Alignment between HubSpot booking records and accounting data
- Timely and accurate vendor payments
- Accurate tracking of international and foreign-currency transactions
- Reliable trip-level gross and net margin reporting
- Identification and resolution of financial discrepancies
- Quality and timeliness of management reporting
- Improved accounting workflows and reduced manual processes
What Success Looks Like
First 90 Days
You’ll have:
- Learned the company’s accounting systems and vendor network.
- Aligned HubSpot deal records with financial records.
- Completed a full monthly close.
- Reconciled all 10+ relevant accounts.
- Delivered the first trip-level profitability report.
- Established reliable processes for ongoing financial tracking.
Within Your First Year
Leadership will rely on your reporting to:
- Evaluate flight profitability.
- Make informed pricing decisions.
- Compare vendor costs.
- Monitor operational expenses.
- Identify financial trends and opportunities.
You’ll also have helped make the monthly and quarterly close process faster, more organized, and increasingly automated.
Interview Process
- Initial Application
- Spark Hire One-Way Video Interview
- Recruiter Screening
- Client Interview
- Offer & Onboarding
Spark Hire Video Interview – Required
As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.
After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.
Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.
Apply Now
If you’re an experienced Bookkeeper, Accounting Specialist, or Financial Operations professional with strong expertise in Xero, account reconciliations, Excel, Google Sheets, international payments, and financial reporting, we’d love to hear from you.
Join a growing private aviation company where you’ll take ownership of financial accuracy, support international operations, and help develop scalable accounting systems.
This opportunity is fully remote and open to qualified candidates worldwide who can work U.S. Eastern Time hours.
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