Job Description
Job Description
Position Overview
The Financial Operations Specialist supports the maintenance department by managing the financial and administrative aspects of business operations. This role ensures accurate invoicing, auditing, and reporting, while serving as a financial check-and-balance to the Service Advisor. The position also reviews service estimates prior to release to customers, maintains organized records, and assists with general bookkeeping.
Key Roles and Responsibilities
Invoicing & Financial Processing
- Create, review, and process customer invoices in coordination with work order closures.
- Verify accuracy of labor, parts, and services billed on each invoice.
- Issue payment reminders and assist with accounts receivable management.
Estimate Review & Audit
- Review and validate service estimates before they are sent to customers to ensure pricing accuracy and completeness.
- Audit work orders, warranty claims, and invoices for compliance with internal processes and customer agreements.
- Conduct periodic spot-checks to confirm financial accuracy across maintenance operations.
Reporting & Data Management
- Run weekly and monthly reports, including labor accountability, cost tracking, and month-end closeouts.
- Maintain department’s aging reports and support financial reconciliations.
- Track warranty claim status and follow up until resolution is achieved.
Bookkeeping & Recordkeeping
- Perform general bookkeeping tasks related to maintenance operations.
- Enter and maintain accurate financial and operational data in accounting systems.
- Ensure all financial and administrative records meet FAA and company compliance requirements.
Administrative & Cross Department Support
- Provide administrative assistance to ensure smooth financial operations.
- Work collaboratively with the Maintenance Service Advisor to ensure alignment between scheduling, invoicing, and reporting.
- Assist with departmental efficiency by providing financial insight and tracking.
Qualifications & Skills
- Strong organizational and multitasking abilities
- Excellent verbal and written communication skills
- Proficiency in workflow planning and technician scheduling
- Knowledge of aviation maintenance operations and FAA regulations (preferred)
- Experience with warranty claims and manufacturer coordination (preferred)
- Proficiency in Microsoft Office and maintenance management systems
- Ability to work effectively across teams and manage multiple priorities simultaneously