Administrative Assistant

About Crosslands International, LLC

Crosslands International, LLC is a specialized firm focused on the sale of aircraft parts to Central and South America and providing expert international aviation consulting services. We are seeking a highly detail-oriented and trustworthy professional, with a strong background in finance, to be the anchor of our administrative and financial operations.

Job Summary

We are seeking a versatile and proactive Administrative Assistant / Financial Coordinator to handle the essential back-office functions supporting our sales and consulting operations. This key role requires a professional who can expertly manage bookkeeping, administrative duties (including vital international sales documentation), and foundational HR tasks. This position will be an onsite position, at our Cresson, TX location.

Key Responsibilities and Time Allocation

• Bookkeeping & Financial Management (Approx. 50%)

Accounts Payable / Receivable : Manage the entire A / P cycle for vendor and parts procurement. Accurately generate and track customer invoices, ensuring timely payments and A / R tracking.

Data Entry & Reconciliation : Record and reconcile all financial transactions daily, ensuring the general ledger accurately reflects all activities.

Financial Reporting : Assist in the preparation of internal reports, ensuring the accurate tracking of sales and expenses related to international projects and shipments.

Banking & Treasury : Perform monthly bank and credit card statement reconciliations. Generate payments to vendors and track incoming payments from clients.

Expense Management : Review, process, and reconcile all employee expense reports, especially those related to international travel.

Payroll Support : Prepare and process all required documentation for bi-weekly payroll submission, coordinating closely with the external payroll service provider.

Executive Support : Manage complex calendars, schedule meetings across international time zones, and meticulously coordinate domestic and international travel logistics (flights, visas, accommodation) for key executives.

International Documentation : Maintain meticulous digital files for sales orders, purchase orders, shipping manifests, and export documentation. Ensure accuracy in paperwork critical for customs clearances and international compliance.

Office Operations : Oversee all general office functions, including procurement of supplies, and managing communications (phone, email, mail).

Document Control : Organize and format complex consulting proposals, presentations, and maintain essential company contracts and agreements.

Record Keeping : Maintain confidential employee personnel files, ensuring all records are up-to-date and compliant with basic HR standards.

Onboarding / Offboarding : Coordinate the orientation process for new hires, ensuring all paperwork is completed accurately.

Benefits Administration : Serve as the first point of contact for employee inquiries regarding benefits (e.g., PTO, health insurance, 401k).

Qualifications

Experience : 3+ years of administrative experience with a strong focus on finance or bookkeeping within a firm involved in international trade, sales, or logistics. Experience within the aviation industry will be considered a strong asset.

Bookkeeping : Demonstrated expertise in bookkeeping principles is mandatory. Proficiency in QuickBooks or similar accounting software is required.

Education : A minimum of an associate's degree is preferred, but candidates with extra years of experience will be considered in lieu of a degree.

Language : Fluency or high proficiency in Spanish or Portuguese is highly desirable to support communication with Central and South American partners and clients.

Software Skills : Advanced proficiency in Microsoft Office Suite (especially Excel for financial tracking and reporting).

Characteristics : Unquestionable integrity, proven ability to handle a high volume of detail-oriented financial tasks, and absolute discretion regarding sensitive company data. References will be required and will be contacted for this position.

How to Apply

Please submit your resume, a minimum of 3 references (preferrably 5), and a cover letter detailing your relevant experience, especially your bookkeeping expertise and any experience within the aviation industry, to

kurt@crosslandsinternational.com