What are the responsibilities and job description for the Billing Specialist & Admin position at Advanced Aircrew Academy?

About Advanced Aircrew Academy

Advanced Aircrew Academy is a fast-growing eLearning company dedicated to delivering effective, customized training for business aviation. Our all-in-one platform brings together a comprehensive content library with modern software, making it easy for charter operators and corporate flight departments to meet regulatory guidelines and consolidate their training needs. Every year, we're the trusted partner for leading operators in training thousands of aviation professionals worldwide.

We're proud to be at the forefront of aviation training, blending industry-leading eLearning with a deep commitment to safety, compliance, and excellence. Our team thrives in a culture that values starting with the customer, innovation, continuous learning, and getting things done. With a collaborative environment, growth opportunities, and the satisfaction of supporting aviation operators globally, Advanced Aircrew Academy offers a dynamic, purpose-driven workplace for those passionate about aviation and education.

As our Billing Specialist & Admin , you will be responsible for owning and improving the billing process while also handling bookkeeping tasks, customer service support, and administrative duties . You will be a key player in ensuring smooth financial operations, accurate invoicing, and a seamless customer experience .

Billing, Bookkeeping & Finance (Primary Focus - 60%)

Own and execute the full billing cycle —generate, review, and send customer invoices accurately and on time.
Reconcile customer payments to invoices , ensuring payments are correctly recorded in QuickBooks and discrepancies are addressed promptly.
Monitor and manage accounts receivable , proactively following up on outstanding balances while maintaining positive customer relationships.
Ensure accurate revenue recognition , matching payments to services rendered and correcting any misapplied transactions.
Audit and clean up financial records , ensuring proper organization of customer IDs and invoice tracking in QuickBooks.
Analyze and improve billing workflows, identifying areas for automation and efficiency gains .
Lead system improvements for billing operations, leveraging AI tools and automation solutions to reduce manual work.
Assist the Controller with financial reports and reconciliations as needed.

Administrative & Customer Service Support (40%)

Answer incoming customer calls and assist with enrollments, billing inquiries, and general customer service questions.

Organize and coordinate company events , including industry conferences, webinars, and team offsites.

Manage administrative tasks such as document management and customer payment portals (i.e., Ariba)

Assist with new customer onboarding , ensuring billing and account setup runs smoothly.

Support internal teams with ad hoc administrative and financial tasks to keep daily operations running efficiently.

What You'll Need

Experience & Skills

3 years of billing, bookkeeping, or accounts receivable experience in a fast-paced environment.

Experience reconciling payments to invoices in QuickBooks Online (or similar accounting software).

Strong knowledge of billing automation tools and financial workflow optimization.

Excellent customer service and communication skills —comfortable handling inbound calls and resolving a variety of customer-related issues professionally.

Detail-oriented and highly organized , ensuring accuracy in financial records and customer transactions.

Proactive problem solver who identifies inefficiencies and takes ownership of improvements.

Ability to independently manage workload and deadlines with minimal supervision.

Experience coordinating events (virtual or in-person) is a plus.

Familiarity with subscription-based billing, consumption-based billing, or aviation industry billing is a plus.

Education

Bachelor's degree in Accounting, Finance, Business, or related field (preferred but not required).

Who You'll Work With

You'll report to the Controller , working closely with Sales, Customer Service, and Finance teams.

You'll collaborate with our account management team to resolve invoicing and payment issues efficiently.

You'll interact directly with customers to clarify invoices, process payments, and manage billing questions.

You'll work with internal and external stakeholders to coordinate and support company events .

What We Offer

Competitive salary based on experience.

401(k) with company match to help you plan for the future.

Flexible PTO and paid holidays to support work-life balance.

Professional development opportunities —we invest in our team's growth.

A supportive and fast-paced environment where you'll have the autonomy to improve and own your role.

We are committed to fostering a diverse, inclusive environment and to encourage these values in everyone on our team. We provide an environment of mutual respect where opportunities are available without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. We believe that diversity and inclusion for people from all walks of life is key to our success as a company.

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