Accounts Payable Assistant

PJ Helicopters is a family-run, world class, precision helicopter lift service operating nationwide. Since 1970, PJ Helicopters has focused heavily on customer satisfaction and safety to reliably deliver. With over 30 aircraft, PJH primarily serves the utility, forestry, and construction industries.

Additional industry sectors we regularly fly for and with includes: defense support, research and development, experimental flight testing, data acquisition, film-making, hydroelectric construction, oil and gas, communication, aerospace testing and development, and much more.

PJ Helicopters is seeking a highly organized and detail-oriented individual to join our Finance and Accounting team as a Receipt & Transaction Reconciliation Assistant. This role is responsible for ensuring the timely and accurate reconciliation of credit card and fuel card transactions with submitted receipts, monitoring compliance with internal expense policies, and supporting continuous process improvement—including automation and AI initiatives.

• Receipt Management & Matching
• Monitor daily transactions from PCard and WEX Fuel Card programs
• Review incoming receipts submitted via email and match them to transactions
• Ensure receipts are labeled using the correct format
• Identify missing or mismatched receipts and follow up with employees to resolve discrepancies
• Policy Compliance Oversight
• Review receipts for policy compliance, including:
• Meal/entertainment attendee documentation
• Personal charges and taxable fringe benefits
• Unusual or suspicious activity
• Escalate policy violations to Payroll, HR, or Finance as appropriate
• Affidavit Process Management
• Track unrecoverable receipts and initiate affidavit collection from cardholders
• Maintain records of submitted affidavits and follow through to resolution
• Data Accuracy & Reporting
• Maintain organized logs of transactions, receipts, and exception items
• Assist in preparing reports for Finance and internal audits
• Data Accuracy & Reporting
• Maintain organized logs of transactions, receipts, and exception items
• Provide regular reporting to department managers on process adherence, including missing receipts, late submissions, and policy exceptions for their teams
• Assist in preparing reports for Finance leadership and internal audits
• Card Receipt Training & Support
• Provide onboarding training for new hires on proper credit card and fuel card receipt submission, including formatting, deadlines, and usage policies
• Deliver training to existing employees as needed to address non-compliance or frequent errors
• Serve as a point of contact for receipt-related questions and ensure employees understand the affidavit process and policy expectations

• 2+ years of experience in accounting, administrative support, or expense management roles
• Strong attention to detail and ability to identify errors and inconsistencies
• Excellent organizational and time-management skills
• Proficient in Microsoft Excel and comfortable with digital tools (PDF scanners, email workflows, etc.)
• Familiarity with corporate card programs (e.g., PCard, WEX) a plus
• Experience with AI tools, OCR, or automation systems a bonus but not required
• Strong written communication skills and professionalism in following up with team members

• Medical
• Dental
• Vision
• 401k

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.

We are an Equal Opportunity Employer, including disability and protected veteran status.

We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.