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Position Summary
This position is responsible for accurate and timely customer invoicing, payment application, collections coordination, and accounts receivable reporting across Timberline business entities. The position maintains customer records in QuickBooks, reconciles receivables to the general ledger, supports cash receipt forecasts, and works with operating teams to resolve billing and payment issues. Accounts receivable is the primary responsibility, with secondary support for accounts payable and payroll.
Responsibility Allocation
Accounts Receivable – 70%  |  Accounts Payable – 20%  |  Payroll – 10%
Accounts Receivable – Primary (70%)
- Maintain customer accounts in QuickBooks, including new-customer setup, billing contacts, payment terms, and payment procedures.
- Monitor the accounts receivable inbox; review billing requests and supporting documents from operating teams.
- Prepare and issue accurate customer invoices in QuickBooks, attaching source emails, contracts, and other billing support to invoice records.
- Review daily bank activity for customer receipts; accurately apply payments to open invoices and investigate unapplied cash or discrepancies.
- Prepare daily reporting of customer cash receipts and changes in outstanding accounts receivable balances.
- Maintain and review AR aging; coordinate past-due follow-up with customer-facing managers and document collection activity.
- Reconcile accounts receivable aging and subsidiary balances to the general ledger; investigate and resolve differences.
- Coordinate with operating leaders to verify invoice amounts, contract terms, billing milestones, and disputed charges.
- Support cash receipt forecasts using aging reports, expected customer payment dates, and collection updates.
- Coordinate sales tax reporting information and assist with preparation and filing of applicable sales tax returns.
- Maintain organized billing and payment documentation, support audits, and recommend improvements to invoicing and collections processes.
Accounts Payable – Secondary (20%)
- Assist with vendor invoice entry, supporting documentation, coding, and approval routing.
- Support vendor statement reconciliations, payment preparation, and resolution of invoice discrepancies.
- Provide backup coverage for accounts payable processes during absences and peak periods.
Payroll – Backup (10%)
- Provide backup support for payroll data entry, timekeeping review, and employee payroll inquiries as assigned.
- Assist with payroll record maintenance and reconciliation of labor information, subject to appropriate review and authorization.
- Familiarity with ADP, Foundation, ECONZ, or Paychex is beneficial; payroll is not the primary function.
Cross-Functional Coordination
- Work with Timberline Logging, Timberline Aerospace, and Timberline Helicopters personnel to obtain approved billing information and resolve customer payment issues.
- Coordinate with staff responsible for customer contracts and commercial terms; escalate deviations or disputes to management rather than independently approving contract changes.
- Provide the Controller with timely AR aging, collections, reconciliation, and cash receipt updates.
Required Qualifications
- Practical experience with accounts receivable, customer invoicing, cash application, and account reconciliations.
- Hands-on proficiency with QuickBooks customer records, invoicing, payment application, and AR reporting.
- Ability to communicate professionally with customers and internal stakeholders regarding billing and past-due accounts.
- Strong accuracy, confidentiality, organization, Excel skills, and ability to meet recurring deadlines.
- High school diploma or equivalent.
Preferred Qualifications
- Experience supporting accounts payable and payroll in a multi-entity or operationally complex business.
- Accounting or bookkeeping coursework/certification; experience with sales tax reporting and cash forecasting.
- Ability to document procedures, train coworkers, and improve AR processes.
Work Hours & Overtime
The position is generally expected to complete assigned duties within a standard 40-hour workweek. Overtime must be approved in advance by the Controller. All time worked, including unapproved overtime, must be accurately recorded and will be compensated as required by applicable law. Failure to obtain required advance approval may be addressed under company policy.
This description summarizes key responsibilities and may be adjusted to meet business needs.
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