AP/Office Manager

Description We are looking for a dependable AP/Office Manager to support daily operations for a busy flight school. This position combines accounts payable coordination, front office administration, and exam support, making it a great fit for someone who enjoys variety and takes pride in keeping things organized. The ideal candidate brings a welcoming presence to the workplace, communicates clearly with students and visitors, and handles administrative details with accuracy and care.

Responsibilities:

• Manage incoming invoices, confirm billing details, assign proper coding, and coordinate timely payment processing through QuickBooks Online.
• Maintain orderly accounts payable files and supporting records to ensure documentation is accurate, accessible, and up to date.
• Oversee front desk activity by greeting students, customers, and guests while creating a welcoming and friendly first impression.
• Provide day-to-day office coordination, including administrative support and general operational assistance to help the workplace run efficiently.
• Administer student testing sessions by following established procedures, preparing the testing area, and monitoring exams appropriately.
• Assist test takers with arrival procedures, scheduling logistics, and general questions to support a smooth exam experience.
• Respond to customer inquiries with a helpful, consultative approach that focuses on understanding needs and offering clear guidance.
• Contribute to additional accounting or office-related tasks as priorities change and business needs develop. Requirements
• Experience supporting accounts payable functions and general office administration.
• Working knowledge of QuickBooks Online for invoice handling and payment-related tasks.
• Strong customer service skills with the ability to interact effectively throughout the day in a front desk setting.
• Clear verbal and written communication skills, along with strong listening ability.
• High level of organization and attention to detail when managing multiple responsibilities.
• Dependable work habits and comfort with a fully onsite position.
• Detail-oriented, approachable demeanor and a service-oriented mindset.

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