Billing and Accounts Receivable Specialist, Charter Invoicing
Job Details
KVNY - Van Nuys, CA
Full Time
4 Year Degree
Position Summary

Clay Lacy Aviation is looking for an experienced Billing and Accounts Receivable Specialist for our full-service FBO at Van Nuys airport. If you meet the minimum requirements and are goal-oriented, dedicated, proactive, and enjoy a customer-centric culture, we would be delighted to get to know you better.


Position Summary


The Specialist will be responsible for billing Charter trips; reviewing each trip’s Electronic Trip Folder for accuracy and completeness; utilizing Trip 360 software to identify unprocessed Charter trips; assisting Financial Analysts in variance analysis; assisting Accounts Payable with vendor questions; providing Client AR account numbers for payment posting; applying payments to appropriate invoices; assisting the Manager, Charter Compliance with other supporting tasks as assigned.  


The Specialist will deal with questions from Charter Clients as well as colleagues in the Charter, Accounting and Financial Planning & Analysis departments.  Candidates are expected to possess the skills necessary to communicate effectively, courteously and in a professional manner. Accurate and timely Charter invoicing and analysis are crucial elements of providing excellent service to Charter Clients and ensuring uninterrupted cash flow from Charter operations.


All applicants must submit to a pre-employment drug screen and background check.


Performance Objectives

To achieve the objectives set for this position, one must perform the following functions with a high degree of accuracy and timeliness:


Billing Charter Trips – The Specialist’s primary responsibility is to invoice Charter Clients as quickly and accurately as possible after a trip’s conclusion.


Assist Financial Analysts – The Specialist will work closely with the Financial Analysts to ensure all Charter trips have been billed; verify the accuracy of Charter invoices; and identify discrepancies between revenue and expense across all categories and resolve variances.


Assist Accounts Payable – The Specialist will work with Accounts Payable staff to resolve variances between AR revenue posting for Catering and Ground Transportation charges and the offsetting AP expense posting.


Charter Client payments – The Specialist will assist the Manager, Charter Compliance with posting and application of Charter Client payments for outstanding invoices and prepayments for upcoming trips. 


Other tasks as assigned – The Specialist is expected to assist in other Charter-related activities as necessary. They may include but are not limited to:

  • Assistance in collections efforts
  • Maintenance of Aging in good order
  • Identify potential Charter Client refunds
  • Assistance with Client questions and research


Use of CLA software tools – A wide variety of software tools have been developed by Clay Lacy and can aid in production of accurate Charter invoices and researching trip profitability & variances.  They include, but are not limited to, FL3XX, OnBase, Workbench, Quote, Logsheet program, Pilot schedule, Electronic Trip Folder. The Specialist is expected to become fluent in the use of current software applications and those developed in the future. 


Identify software problems – The Specialist is expected to take responsibility for identifying software problems in any of the various platforms used, clearly document the issue, bring to the attention of the IT Department or relevant developer, monitor the issue until it has been resolved.


Suggestions for enhancements to software and processes – The Specialist is expected to take responsibility for identifying improvements in both software applications and the procedures followed to perform the duties of their position. 


Other duties as assigned – As Clay Lacy continues to grow and diversify, the duties of the Specialist may change from time to time.  The Specialist is expected to maintain a flexible attitude towards change and accept new or different responsibilities as they become necessary. 



Performance Evaluation & Key Performance Indicators


The success of the Specialist in achieving the objectives described above will be measured by the following:

  • Charter Trips billed within a defined number of days after the conclusion of the Trip with separate standards for in-fleet and brokered trips
  • 100% reconciliation of Charter Catering & Ground Transportation revenue/expense variances
  • Trip 360 filters cleared, or exceptions thoroughly noted by end of business day


Bachelor’s Degree




A minimum of 4 years of experience with an emphasis in Billing and Accounts Receivable; understanding of basic accounting principles; familiarity with revenue and expense analysis; experience with major ERP software such as Microsoft Dynamics. Candidates must have the ability to clearly present and discuss issues with both Clients and colleagues. 


Personality And Character

The ideal candidate will possess the following traits:

  • Intermediate technical skills – adept in learning new software, advanced Excel user
  • Ability to secure respect and credibility with Charter and Accounting & Finance team members
  • Collaborative working style
  • Skill in establishing the routines and organization required to meet goals
  • Ability to communicate effectively, both orally and in writing 
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse workplace community   
  • Analytical personality able to assess current processes and suggest realistic productivity enhancements
  • Highly responsible, willing to own both the process and outcome


Reporting Relationship

The Specialist will report directly to the Manager, Charter Compliance.  



Clay Lacy Aviation offers an excellent benefits package including medical, dental, vision, matching 401(K) and more to employees in full-time positions.


Equal Opportunity Employer

In compliance with the Americans with Disabilities Act, the company provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.


All applicants must submit to a pre-employment drug screen and background check.



About Clay Lacy Aviation

Founded in 1968 by legendary aviator and industry pioneer Clay Lacy. Today, Clay Lacy Aviation is considered the world’s most experienced operator of private jets. Prominent individuals and leading corporations trust Clay Lacy for aircraft management, charter, maintenance, avionics, interiors, and FBO services. The company has aircraft operations and regional offices across the U.S., including full-service FBOs in Los Angeles and Orange County, and aircraft maintenance centers in Los Angeles, San Diego, and Oxford, Connecticut. With the most knowledgeable team in the industry, Clay Lacy delivers superior safety, service, and value to aircraft owners and jet travelers worldwide. Visit