What are the responsibilities and job description for the Aircraft Fuel Accounting Manager position at EXCLUSIVE JETS LLC?
About flyExclusive
flyExclusive is one of the fastest-growing private aviation companies in the country — and we are just getting started. From our world-class Jet Club to our unmatched private jet charter, clients who fly with us receive a curated private jet experience that anticipates their needs for comfort and style. We operate a modern, curated fleet and deliver a world-class experience to our customers, backed by a team that holds itself to the highest standards of safety, service, and operational excellence. From our roots in Kinston, North Carolina to our expanding Raleigh headquarters, we are building something the industry has not seen before.
Why flyExclusive?
As we continue to build a leading aviation brand, nothing is more critical to this mission than the talented professionals that make up flyExclusive. We’re more than just a private jet company. We go beyond the industry standard to create a uniquely detailed customer experience that is visible throughout all our departments, from our software design and fleet coordinator teams to our pilots and technicians. If you are looking for people who motivate others around them, and build relationships that create trust and open communication, you will find that here. The people at flyExclusive create a culture of positivity and aren't afraid to make decisions for the good of their team and the company.
If that sounds like you, come and work with us at flyExclusive! We offer competitive pay within the aviation industry, generous time off with flexible scheduling, a great benefits package including 401k matching, relocation assistance, and career growth opportunities!
Job Summary
The Aircraft Fuel Accounting Manager is responsible for the reconciliation and reporting of aviation fuel usage and costs. This role ensures accurate accounting, effective cost control, and regulatory compliance while identifying opportunities to optimize fuel-related expenses—one of the organization's largest operational costs.
Key Responsibilities
Fuel Accounting & Reconciliation
- Manage daily, weekly, and monthly fuel accounting processes
- Reconcile fuel purchases, deliveries, and consumption across stations
- Investigate and resolve discrepancies in fuel inventory and billing
Financial Management
- Oversee fuel-related expenses (taxes, surcharges)
- Analyze fuel cost variances and identify savings opportunities
- Prepare accruals, journal entries, and financial reports
- Partner with Finance for budgeting and forecasting
- Approves all Coupa transactions over 6K
- Manages all Fuel Vendor Credit cards
- Maintains the Fuel Master Card for any fuel transactions and reconciles them into Expensify
Vendor & Contract Oversight
- Maintain relationships with fuel suppliers and vendors regarding invoice billing and credits
- Review and validate supplier invoices
- Ensure accurate pricing per negotiated fuel agreements by the Director of Fuel
Compliance & Reporting
- Ensure compliance with aviation standards (internal policies)
- Maintain audit-ready records for fuel transactions
- Support internal and external audits
Team Leadership
- Manage fuel accounting analysts or staff
- Approve time off and payroll
- Provide training and process guidance
- Improve workflows and accounting systems
Systems & Data
- Work with fuel management systems (e.g. Airtable, Fuelerlinx, Intacct)
- Analyze/Assist large datasets for reporting and decision-making with Director of Fuel
- Drive process automation and efficiency
Required Qualifications
- Bachelor’s degree in Accounting, Finance, Aviation Management, or related field
- 5–10 years in accounting, finance, or aviation operations
- Experience with fuel accounting, airline operations, or logistics strongly preferred
Preferred Qualifications
- CPA and/or MBA preferred; equivalent experience considered
Key Skills
- Advanced Excel and financial modeling
- Intacct, AirTable, Fuelerlinxm , Coupa, Expensify, Teams, Paycom, Tableau
- Strong analytical and problem-solving ability
- Knowledge of aviation fuel supply chain
- Leadership and communication skills
- Microsoft Office Suites
Work Environment
- Monday through Friday in our Raleigh office (not a remote or hybrid position)
- Typical office and computer lab environment
- Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Dress Code
- Well-groomed appearance
- Adherence to department dress code
Travel
- Limited travel may be required
EEO Statement
flyExclusive does not discriminate based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age, protected genetic information, status as a parent, marital status, political affiliation, or retaliation based on prior protected EEO activity.