What are the responsibilities and job description for the Accounts Payable / Bookkeeper position at Total Aviation Staffing, LLC?
Summary:
Our client is seeking an experienced professional to support the Finance and Labor Coordination departments with a strong focus on bookkeeping, accounts payable, and financial record management. This position plays a key role in maintaining accurate financial data, managing vendor accounts, supporting workforce coordination, and ensuring compliance with reporting and audit requirements. The ideal candidate will bring proven experience in QuickBooks, strong organizational skills, and a high level of attention to detail.
Key Responsibilities:
Manage and record financial transactions in QuickBooks, including invoices, purchase orders, payments, expense reports, and payroll entries.
Oversee accounts payable processes, ensuring all invoices are properly coded, approved, and paid in a timely manner.
Maintain accurate vendor and contractor records, including W-9s, payment terms, and communication logs.
Support labor coordination and onboarding by managing employee rosters, timesheets, and related payroll documentation.
Prepare, organize, and maintain financial and administrative files for audits, compliance reviews, and management reporting.
Generate and analyze financial reports from QuickBooks and internal systems to support decision-making.
Communicate with vendors, contractors, and internal teams to resolve payment discrepancies and ensure accurate documentation.
Perform administrative support functions including scheduling, correspondence, and document management as needed.
Requirements:
5 years of experience in bookkeeping, accounting, or financial administration.
Proven proficiency with QuickBooks (Desktop) and strong knowledge of accounts payable workflows.
Solid understanding of general accounting principles and reconciliation processes.
High attention to detail and accuracy in financial data entry and reporting.
Proficient in Microsoft Office Suite (Excel, Outlook, Word) and Google Workspace (Sheets, Docs, Gmail).
Excellent organizational, time management, and communication skills.
Ability to handle confidential financial and personnel information with professionalism and discretion.
Experience in payroll coordination or labor tracking is a plus.
Benefits & Perks:
Opportunity to work in a dynamic, team-oriented environment.
Competitive salary based on experience.
Professional growth within a company that values accuracy, accountability, and initiative.
Supportive management and a healthy work-life balance.