Aircraft Fuel Specialist

Job Details

Job Location:

Raleigh, NC - Raleigh , NC 27609

Position Type:
Full Time Education Level: Associate Degree Travel Percentage:
None Job Shift: Day About fly Exclusive

fly Exclusive is one of the fastest-growing private aviation companies in the country — and we are just getting started. From our world-class Jet Club to our unmatched private jet charter, clients who fly with us receive a curated private jet experience that anticipates their needs for comfort and style. We operate a modern, curated fleet and deliver a world-class experience to our customers, backed by a team that holds itself to the highest standards of safety, service, and operational excellence.

From our roots in Kinston, North Carolina to our expanding Raleigh headquarters, we are building something the industry has not seen before.

As we continue to build a leading aviation brand, nothing is more critical to this mission than the talented professionals that make up fly Exclusive. We’re more than just a private jet company. We go beyond the industry standard to create a uniquely detailed customer experience that is visible throughout all our departments, from our software design and fleet coordinator teams to our pilots and technicians.

If you are looking for people who motivate others around them, and build relationships that create trust and open communication, you will find that here. The people at fly Exclusive create a culture of positivity and aren't afraid to make decisions for the good of their team and the company.

If that sounds like you, come and work with us at fly Exclusive! We offer competitive pay within the aviation industry, generous time off with flexible scheduling, a great benefits package including 401k matching, relocation assistance, and career growth opportunities!

The Aircraft Fuel Specialist is responsible for the accurate and timely processing, reconciliation, and reporting of aviation fuel invoices, payments, and related costs. This role ensures fuel-related payables are recorded accurately, discrepancies are resolved, vendor accounts stay current, and spending is controlled across fuel-related expenses—one of the organization’s largest operational costs. The Fuel Specialist also serves as a primary point of contact for external fuel vendors and for pilots on fuel-related needs.

• Fuel Accounting & Reconciliation
  • Perform daily, weekly, and monthly fuel accounting and accounts payable processes
  • Reconcile fuel purchases, deliveries, and consumption across stations
  • Investigate and resolve discrepancies in fuel inventory and billing
• Accounts Payable & Invoice Processing
  • Process and code fuel-related invoices and expenses, including taxes and surcharges
  • Review fuel cost variances and flag discrepancies for follow-up
  • Enter and reconcile Coupa transactions and route them for approval
  • Reconcile all fuel vendor credit cards
  • Maintain and reconcile the Fuel Master Card transactions in Expensify
• Vendor & Pilot Communication
  • Serve as a primary point of contact for external fuel vendors, communicating regularly on invoice billing, pricing, credits, and account issues
  • Act as the primary point of contact for pilots on fuel-related needs, coordinating fuel requests, pricing, and resolving fuel-related question
  • Review and validate supplier invoices
  • Ensure accurate pricing per negotiated fuel agreements by the Director of Fuel
• Compliance & Reporting
  • Ensure compliance with aviation standards (internal policies)
  • Maintain audit-ready records for fuel transactions
  • Support internal and external audits
• Systems & Data
  • Work with fuel management systems (e.g. Airtable, Fuelerlinx, Intacct)
  • Compile and reconcile fuel data for reporting with the Director of Fuel
  • Drive process automation…