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 • 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