Finance Specialist - Aviation

The Finance Specialist – Aviation is responsible for supporting the corporate aviation organization through all the facets of finance including but not limited to budgeting and forecasting, maintaining financial records, preparing financial reports, and various other accounting tasks ensuring compliance with all departmental processes, policies, and guidelines.  This role will also provide general administrative duties for the business aviation operation.

The ideal candidate will have a strong foundation in accounting principles, exceptional organizational skills, and the ability to work collaboratively in a diverse work environment. The position will also have contact with employees at all levels within the company and will frequently interact with executive administrative support, and their leaders, internal and external partners. 

Reports to:                       Aviation Office Manager/Scheduler

Span of Control:               Individual contributor

Knowing the Stakeholder and their strategies

• Build relationships within the Aviation organization, cross-functionally, and with key internal and external stakeholders; ensure effective contact to remain aligned with functional objectives
• Understand the strategic direction of the company’s businesses and execute functional strategies to support and enhance business results; be knowledgeable of the project work that supports this direction and implications to the business.

Executing the Strategy

Financial Accounting and Recordkeeping 

• Responsible for aviation financial reporting, monthly accruals and forecast
• Completion of purchase requisitions and capital project requests
• Processing invoices and reconciling monthly purchasing card activity
• Monitor aviation fuel software, maintaining accurate records for aviation home based fuel
• Maintain the aviation asset list
• Recording day to day financial transactions accurately
• Prepare the monthly forecast and lead the meetings for presentation to the leadership team
• Prepare the annual budget in collaboration with leaders
• Monitor the budget and forecast monthly, and provide line of site to leadership on any changes
• Prepare reports as requested for finance-related questions or aircraft usage
• Prepare monthly and quarterly financial reports using SAP and flight tracking software
• Update annual travel and entertainment (T&E) and Purchasing card (p-card) polices in alignment with OC policy
• Collaborate with other departments to ensure accurate financial reporting and compliance with policies and procedures
• Engaging in team work approach to meeting the goals and the companies strategic plan
• Ensure compliance with all departmental processes, policies, and guidelines

General Office Coordination

• General administrative responsibilities, including, but not limited to, visitor reception, greeting and directing guests and visitors appropriately  
• Ensuring supplies inventories are maintained; work with vendors to ensure adequate levels of necessary supplies are available
• Liaison between internal Global Information Services (GIS) and aviation to maintain internal aviation website, technology asset list; assist in managing computer, printer, and software related items

Corporate Aircraft Scheduling and Recordkeeping

• Backup the Office Manager/Scheduler
• Cross train in scheduling of aircrafts and use of aviation scheduling software
• Prepare itineraries for domestic and international flight requests from Executive Assistants; maintain aviation passenger and airport database
• Reserve and book pilot accommodations, crew cars, and catering, when required
• Maintain after-the-flight records in aviation software and other required online records

Continuous Improvement

• Identify areas of waste (process, time, etc.); ideate and execute action plans to create productivity
• Participate in continuous improvement exercises and provide value to the aviation organization

Developing Talent

• Partner within team to be a thought partner on customers behaviors, business value, and team dynamic
• Provide impactful peer-to-peer partnership to others on the team, contributing to their development
• Represent the aviation organization in customer facing situations and provide assistance, as needed

MINIMUM QUALIFICATIONS

• Minimum 3 years’ experience in finance, accounting or other relative field
• High School diploma or equivalent required; bachelor’s degree preferred
• Must be able to pass background check in order to obtain Airport Operations Area (AOA) badge

PREFERRED EXPERIENCE

• Effective and concise communications skills to varying levels of internal and external stakeholders
• Experience with effective stakeholder management
• Success in a fast-paced, dynamic, and team-oriented environment
• Ability to leverage data to influence others

KNOWLEDGE AND ABILITIES

• Written and verbal communication skills that are concise, effective, and appropriate to audience
• Strong financial and business acumen
• Effective organizational skills and ability to multitask
• Ability to build relationships and interact at all levels of the company
• Strong working knowledge of MS Office Suite including, Outlook, Excel, Power Point and Word
• Working knowledge of SAP, preferred; ability to learn system for invoice processing and financial reporting
• Ability to maintain the confidentiality of sensitive communications and data
• Ability to manage timelines, work well under shifting prioirites and deliver in a fast paced work environment to meeting critical deadlines
• Ability to work independently and proactively with minimal supervision and guidance
• Periodical travel to Toledo, Ohio World Headquarters

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