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…