Clay Lacy Aviation is looking for an experienced Accounts Receivable Manager 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.
Clay Lacy Aviation has been providing private jet services around the globe since 1968. Taking pride in the pursuit of perfection is at the center of everything that we do. Our most valuable asset is our experienced team. If you are goal-oriented, dedicated, proactive, and enjoy a customer-centric culture, we would be delighted to get to know you better.
Position Summary
- 100% On-site position
- Compensation: $94,000 - $127,000
- Must be able to work weekends and holidays.
The Accounts Receivable Manager is responsible for managing all receivable related items for managed aircraft owners, charter services, maintenance, and non-departmental services. The Accounts Receivable Manager works with CLA’s FP&A Analysts, Charter Supervisors, Maintenance Billing Team, and FBO Managers for VNY, SNA and OXC locations. To the extent necessary, the Manager also works with the company-designated Aircraft Manager, regarding the Managed Aircraft accounts receivable status of all aircraft owner accounts. The customers’ accounts receivable balance consists primarily of monthly summaries, charges billed separately from the summary, charter invoices, transient services, maintenance progress invoices, tenant rents, and non-departmental payments. A payment due date is determined by mutual agreement as stated within each owner’s respective Aircraft Management Agreement and otherwise is due upon receipt.
The Accounts Receivable Manager will communicate directly with each aircraft owner’s designated point of contact, Charter Supervisor, and Maintenance Billing Team to ensure timely remittance of payments and is responsible for managing the collection efforts related to each managed aircraft account, maintenance progress invoice, and charter invoice. Of primary importance is the receipt of all payments on or prior to the due date. The Accounts Receivable Manager will regularly communicate with each department’s Line of Business Manager or Team Member regarding any accounts receivable account irregularities that do not match the amount invoiced.
In addition, The Accounts Receivable Manager will 1) ensure payments are posted to the correct customer AR account number, 2) ensure payments are applied to the appropriate invoice(s), 3) maintain the Managed Accounts Receivable Aging in good order, 4) review the aging(s) in detail on a regular basis, 5) manage and collect any unpaid Maintenance Progress Payment Invoices, 6) post-credits arising from charter revenue due to the aircraft owner and, 7) process owner refunds.
The dollar volume of owner summaries invoiced each month is substantial and constitutes a large percentage of the Company’s cash flow. Therefore, it is critical that the Accounts Receivable Manager 1) continually monitor managed accounts receivable balances, 2) ensure that past due balances are immediately brought current; and 3) identify and quickly resolve any other owner accounts receivable problems.
Performance Objectives
To achieve the objectives set for this position, one must perform the following functions with a high degree of accuracy and timeliness:
Managed / Charter Accounts Receivable Aging
- Daily management and oversight of the Managed Accounts Receivable and Charter Aging and the associated collection of the invoices outlined below:
- Monthly summary invoices
- Charter invoices – 135, 135IC, Farmouts
- Maintenance deposit and progress payment invoices
- Work order balances after progress payments exceeding $50,000
- Annual crew bonuses
- Other non-recurring invoices
Invoice Submission to Customers
- Monthly summary invoices and annual crew bonus invoices are provided to managed aircraft owners by the FP&A Analysts.
- All Internal charter invoices, maintenance deposit and progress payments, and work order balance invoices are provided to managed aircraft owners by the Accounts Receivable Manager upon receipt from each respective department initiating the billing.
Manage Efforts to Receive Owner Payments by Due Dates
- The principal responsibility of the Accounts Receivable Manager is to ensure that the company receives all owner AR payments on or before the due date. The Accounts Receivable Manager will be the primary individual responsible for these efforts and will utilize assistance from the FP&A Analysts and Aircraft Managers on an as-needed basis. The Accounts Receivable Manager will work directly with each aircraft owner or their designated point of contact to resolve all payment issues.
- Owner summary billing and collection cycle:
- Monthly summaries are delivered to aircraft owners on or about the 10th of the month following the month to which the summary relates.
- Aircraft owners are assigned 15-day or 30-day payment terms per the language in their respective Aircraft Management Agreement; the Accounts Receivable Manager must be aware of the terms of each agreement.
- FP&A Analysts will be updated on any owner payments not received by the due date, as well as provide continuing updates on past due accounts until payment is received.
- The Accounts Receivable Manager will work with the Manager, Managed Aircraft Services to determine when the designated Aircraft Manager should assist in the efforts to collect payments that are past due.
- If necessary, the Manager, Managed Aircraft Services and Aircraft Manager will escalate the issue and bring the matter to the attention of the CFO and/or COO.
- Communication with Aircraft Owners:
- All managed fleet accounts receivable related communications will be initiated by the Accounts Receivable Manager.
- The Accounts Receivable Manager will use standardized and consistent communications to managed customers regarding the status of payment for their respective invoices. Templates will be developed as needed.
- Aircraft Owner Questions or Disputes:
- Any issues presented by an aircraft owner must be immediately addressed.
- The FP&A Analysts will notify the Accounts Receivable Manager of any AR account issue, and of any proposed solution that they may be aware of.
- If an issue cannot be solved immediately, Analysts/Accounts Receivable Manager may request that payment be made net of any disputed amount.
- Accounts Receivable Aging Reviews:
- The Accounts Receivable Manager will review the Managed Accounts Receivable Aging on a regular basis.
- The Manager, Managed Aircraft Services will review the Managed Accounts Receivable Aging on a weekly basis.
- CFO/Corporate Controller will review the Managed Accounts Receivable Aging as they deem necessary with both the Accounts Receivable Manager and the Manager, Managed Aircraft Services.
- Escalation meetings will be held as necessary to review problem accounts falling outside of the standard collection process.
Managed Fleet Account Maintenance
- The Accounts Receivable Manager is responsible for maintaining that all aircraft owner accounts are in good order to ensure the accuracy and integrity of invoice billings, payments, and account balances. This standard serves to protect the interests of both aircraft owners and the company. Maintaining an AR account in good order includes, but is not limited to, the following:
- Aircraft owner payments are posted to the correct account.
- Aircraft owner payments are applied to the correct invoices.
- Aircraft owner payments made for less than the full amount of a monthly summary are researched and proper application determined.
- Invoices excluded from an aircraft owner payment are researched and appropriate follow up action determined.
- Status of all past due balances is continually monitored, notes are maintained, and FP&A Analysts and Aircraft Managers are regularly informed.
- Within certain defined exceptions, all invoices must be included in a monthly summary.
- No credit balances remain unapplied.
- The Accounts Receivable Manager must be familiar with the billing, owner revenue and reconciliation criteria (if applicable), and credit terms for each managed aircraft account.
Company-Wide Cash Posting and Application
- The Accounts Receivable Manager is responsible for the accurate posting of all account payments and credits. It is critical that all payments and credits are posted to the correct accounts receivable account and applied to the correct AR invoice(s).
- The Accounts Receivable Manager will compile all company-wide payments daily.
- The Accounts Receivable Manager will determine what AR account and underlying line of business (e.g., Charter, Maintenance, etc.) each payment relates. If unable to determine, the Accounts Receivable Manager will follow up with the point of contact for each line of business.
- The Accounts Receivable Manager will post payments to the indicated AR account.
- The Accounts Receivable Manager will apply the posted payment to the proper invoice(s).
- The Accounts Receivable Manager will research instances where payments exceed or are less than the total of the invoice.
Daily Reporting to CFO
- The Accounts Receivable Manager will provide a report to the CFO of total daily collections (wires, checks, cash, etc.) of company accounts receivable from all company lines of business, including Managed, Charter, FBO/Line Service, and Maintenance.
Weekly Reporting to CFO
- The Accounts Receivable Manager will provide a weekly Managed Accounts Receivable Aging reports to the CFO and Manager, Managed Aircraft Services consisting of 1) total managed aircraft fleet, 2) KVNY managed fleet, and, 3) KOXC managed fleet.
Weekly Reporting to CLA Sites
- The Accounts Receivable Manager will provide weekly Managed Accounts Receivable Aging reports to the respective managed fleet site leaders (i.e., KVNY and KOXC).
Segregated Accounts
- Segregated Accounts is an initiative that the company has implemented for managed aircraft customers. The Accounts Receivable Manager will have an active role in the management and ongoing bank account and account balance management of any participating aircraft owner, including notification and coordination of required account replenishment.
Use of CLA Software Tools
- A wide variety of software tools have been purchased or developed by the company that can aid in account research. They include, but are not limited to, Great Plains Dynamics, OnBase, Workbench, FL3XX and legacy FOPS systems, Vena, and Electronic Trip Folder. The Accounts Receivable Manager is expected to become fluent in the use of current software applications and those developed in the future.
Identify Software Problems
- The Accounts Receivable Manager 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 Director, Managed Aircraft Services, IT Department or relevant developer, monitor the issue until it has been resolved.
Suggestions for Enhancements to Software and Processes
- The Accounts Receivable Manager is expected to assume responsibility for identifying improvements in software applications and established procedures that are followed to perform the duties of their position.
Other Duties as Assigned
- As the company continues to grow and diversify, the duties of the Accounts Receivable Manager position will evolve. The Accounts Receivable Manager 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 Manager Position in achieving the objectives described above will be measured by the following:
- Adherence to the Goals and KPIs set by the Manager for all weekly, monthly, quarterly, and annual initiatives.
- Measuring Touch Points with all customer interactions.
- Consistency and Accuracy in providing Accounts Receivable oversight and management.
