Bookkeeper

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

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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.

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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-currenc