ATO Contracts Assistant

POSITION DESCRIPTION 

The ATO Contracts Assistant is responsible for maintaining accurate invoicing processes and records for the ATO operations. This role ensures the timely and accurate preparation of invoices, facilitates communication with vendors and internal stakeholders, and supports the day-to-day financial operations related to ATO. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):

1. Prepares and processes invoices for the ATO Operations, ensuring accuracy and timely submission.

2. Reviews and verifies billing data for completeness and consistency with contract terms.

3. Maintains detailed records of invoices, payments, and financial transactions for auditing purposes.

4. Reconciles discrepancies in invoices, payments, and accounts receivable records.

5. Reviews supplier contracts and terms to ensure compliance with billing and payment conditions.

6. Works with vendors to ensure correctness of invoices and resolves any discrepancies.

7. Prepares customer airlines’ monthly ATO invoices in accordance with contractual agreements.

8. Balances and processes company Concur transactions, resolving any discrepancies.

9. Coordinates with internal departments to resolve invoicing issues and provide accurate information to stakeholders.

10. Drafts financial and narrative reports related to ATO cost center for review by the Director of Maintenance.

11. Participates in the development and implementation of improved invoicing and billing procedures.

12. Provides administrative support for ATO operations, including data entry and filing.

13. Answers telephones, takes messages, and directs inquiries related to ATO to the appropriate personnel.

14. Supports ATO operations by assisting with billing queries and ensuring compliance with contractual obligations.

15. Performs other ATO related duties as assigned by the Director of Maintenance.

Minimum Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree in accounting, finance, or a related field preferred.

• Minimum of 2 years of experience in invoicing, billing, or a related administrative role, preferably in an aviation or technical services environment.

• Proficiency in Microsoft Office Suite, particularly Excel; experience with accounting or ERP software is a plus.

• Strong attention to detail and accuracy in data entry and financial calculations.

• Excellent organizational and time-management skills.

• Effective communication skills, both written and verbal.

• Ability to work independently and as part of a team in a fast-paced environment.

COMPENSATION

This FT position has a starting range of $18.68 – $22.41 per hour.

BENEFITS
• Comprehensive insurance programs including medical, dental, and vision
• Company-provided benefits such as life insurance, short and long-term disability, and an employee assistance program
• Competitive 401k match program with zero vesting period
• Annual bonus and salary review programs
• Competitive paid time off, personal days, and federal holidays
• Reimbursement benefits for fitness, transportation, and tuition up to $5,250 annually
• Plus, other employee benefits and appreciation events throughout the year.

Note:

Aloha Air Cargo reserves the right to alter the content of this job description, after consultation to reflect changes to the job or services provided, without altering the general character or level of responsibility. The duties described in this job description must be carried out in a manner which promotes equality of opportunity, dignity and due respect for all employees and service users and is consistent with Aloha Air Cargo’s Equal Opportunities Policy. Aloha Air Cargo is an Equal Opportunity Employer Male/Female/Veterans/Disabled.

Aloha Air Cargo is an Equal Opportunity Employer Male/Female/Veterans/Disabled

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