Miami, Florida

Accounts Payable Specialist – Opa Locka, FL

PLEASE NOTE: Please do not apply if you require visa sponsorship.  This position requires the candidate be able to work in the U.S. WITHOUT the need for visa sponsorship!  

This is a full time/direct hire position offering a competitive salary with full benefits package.

Title of position: Accounts Payable Specialist

Employment location: Opa Locka, FL

Duties and Responsibilities:
• Recording all electronic payments through the bank accounts in Quickbooks
• Reconciling the ACW Bank Accounts monthly in Quickbooks
• Uploading all bank statements and reconciliations monthly into Trello after completion in QB
• Sending any electronic payments through the bank accounts including but not limited to wire transfers, ACH debits, and Zelle payments every Friday (except fuels and maintenance parts)
• Making timely monthly payments on any credit cards under ACW and recording in QB and Trello
• Paying all ACW insurances on a monthly or annual basis upon renewal including but not limited to Environmental Insurance, Liability Insurance, Hazard Insurance, Health Insurance, etc.
• Monitoring the monthly insurance payments are withdrawn as EFT from the ACW Chase bank account by the 8th of every month and recorded in QB and Trello
• Writing off any bad debt expenses in the A/P that won’t be paid annually
• Reviewing the A/P Summary with the CFO every Friday
• Coordinate on payment plans (quarterly payments) for all required maintenance subscriptions annually including but not limited to CAMP, CAMS, CASP, Universal Avionics, FMS, etc.
• Overviewing unscheduled maintenance labors
• Overviewing the core returns and bill backs from vendors for any parts
• Developing budgeting strategies with Maintenance Coordinator for any major scheduled maintenances for labor and parts
• Acquire all maintenance invoices, payment receipts, credit memos, and W-9 forms from vendors in Trello, My Sky, and Quickbooks
• Ensuring the maintenance coordinator uploaded all invoices and payments in the Maintenance Board on Trello and transferring these invoices and payments into My Sky and Quickbooks
• Collaborating with Operations department on required subscriptions and ensuring payments are completed in timely manner
• Monitoring of all pilot expenses in My Sky and reconciling these expenses in Quickbooks
• Building relationships and opening credit lines with vendors
• Extending current credit lines and payment terms with vendors
• Monitoring the Dunn & Bradstreet credit score is in good standing for ACW
• Ensuring all credit card holders have a My Sky Crew app and account
• Aiding new employees in downloading the My Sky Crew app
• Training new employees on utilizing the My Sky Crew app for reimbursements and their department expenses
• Creating card wallets in the settings for new credit card users
• Ensuring the daily credit card transactions are synchronizing with My Sky
• Approving all credit card expenses in the correct GL code and allocating the expense to the correct trip in Schedaero
• Approving Per Diems uploaded by pilots in My Sky weekly
• Attending training sessions on My Sky expense software
• Approving any reimbursements in the reimbursement wallets and ensuring the reimbursement is ACW expense with the receipt attached
• Ensuring all credit card transactions are approved as expenses and matched to the corresponding wallet in My Sky
• Monitoring the senior accountant’s matching of expenses to credit card wallets
• Ensuring the senior accountant follows up with any employees with missing expenses from their My Sky Wallets
• Downloading all approved bills from the Accounting Queue in My Sky into a CSV file
• Reviewing all bills have the correct information (memo, class, batch ID, customer, class, billable/non-billable, expense account) before importing the CSV file
• Importing the CSV file into Transaction Pro
• Following the instructions for importing bills in Transaction Pro
• Ensuring all bills are uploaded from Transaction Pro into QB
• Downloading the credit card charges from the Accounting Queue into a CSV file
• Uploading all credit card charges and bills from Transaction Pro into Quickbooks
• Assist with other financial duties as needed by upper management

• Bachelor’s Degree in Accounting, Finance, or Business (Preferred)
• Quickbooks Experience (REQUIRED)
• Accounting: 2 years (Preferred)
• Microsoft Excel: 2 years (Required)
• Financial planning: 3 years (Preferred)
• Accounts Payable Experience (2 years experience required in accounts payable role)

• Initial compensation during the probationary period (first 90 days of employment) may be increase after successful completion of the first 90 days of employment

• 401(k) after 1 year of employment
• 401 (k) matching after 1 year of employment
• Full Health Insurance after 90 days of employment
• 3 paid sick days
• Seven (7) days of paid vacation after 1 year of employment

• Monday to Friday in the Opa-Locka office (10 AM – 6 P.M.)
• Looking for an employee that is willing to work longer hours if there is additional work that needs to be completed

• Ability to pay bills and reconcile accounts in a timely manner
• Ability to multi-task
• Solution-oriented
• Attention to detail and accuracy
• Exceptional written and verbal communication skills, including effective interpersonal and collaboration skills
• Ability to follow up on pending issues
• Ability to meet accounting deadlines
• Ability to learn new accounting software such as My Sky that are customized to ACW

  • Location: Miami, Florida
  • Categories: Operations / Management

Sharon Ballgae

Contact Information
  • Call: (904) 264-0097
  • Fax: (904) 264-0230

Aviation Recruiting, Inc.
1845 Town Center Boulevard, Suite 350
Fleming Island, FL 32003

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