ESPERANZA CASTILLO
West Jordan,USA
Summary
Diligent Office Manager with a solid foundation in managing financial records and ensuring accuracy in bookkeeping tasks. Proven ability to maintain up-to-date ledgers and resolve discrepancies promptly. Demonstrated exceptional attention to detail and strong proficiency in financial software and reconciliation processes.
Overview
27
27
years of professional experience
1
1
Certification
Work History
Bookkeeper
Go Pave Utah
07.2023 - 04.2024
- Record day-to-day financial transactions and complete the posting process
- Verify that transactions are recorded in the correct day book, supplier's ledger, customer ledger and general ledger
- Perform partial checks of the posting process
- Enter data, maintain records, and create reports and financial statements
- Process invoices, accounts receivable and payable in a timely manner
- Establishing different accounts
- Maintaining records of financial transactions by posting and verifying
- Defining bookkeeping policies and procedures
- Developing systems to account for financial transactions by establishing a chart of accounts
- Maintaining subsidiary accounts by posting, verifying, and allocating transactions
- Reconciling entries to balance subsidiary accounts
- Preparing financial reports by collecting, analyzing, and summarizing accounting for information
- Monitoring for variances from the projected budget
- Advising management on compliance needs
- Assisting in financial activities such as running payroll, timekeeping etc
- Translating documents into Spanish language
AR and Billing Specialist
The Shipping Block
07.2021 - 12.2022
- Receive shipment files from Operations department, make sure that all Vendor's invoices related to shipment are included and accurate based on quoted rates and contract
- Enter vendor's invoices into accounting system and approve and forward for payment
- Prepare supplemental files for pending vendor's invoices and follow up with vendors to obtain said invoices
- Generate and send supplemental invoices to customers
- Generate and submit invoices to customers, making sure to attach all back up paperwork (BOL, Customs documents, Commercial Invoice, Packing List, etc.)
- Maintain Customers database to ensure all contact and contract information is up to date
- Communicate with customers to resolve inquiries or disputes on their invoices
- Review and follow up for overdue shipment files
- Identify and clear up problems causing delay on processing
- Prepare accounting reports for AP & AR managers
- Identify and come up with plans to improve AR & AP processes
- Assign and oversee additional data entry and filing tasks for accounting clerk
Office Administrator
Golf Green Grass LLC
05.2020 - 05.2021
- General Office administration, Invoicing, AR and AP, Client relations, Scheduling Services, Quoting Services, Preparing contracts
- In charge of HR process and procedures, including payroll
- Assigning expenses to proper accounts on QuickBooks, etc
Office Manager/Administrative Assistant
Eschenfelder Landscaping/Wild Willies Yard Services
07.2018 - 12.2019
- In addition to the Human Resource responsibilities, I was also in charge of preparing contracts
- Entering timesheets for maintenance, landscaping, and snow services on Quick Books
- Issue customer invoices and statements
- Follow through on overdue accounts
- Receiving payments on Quick Books
- Tracks and manages a project's financial aspects
- It's used to monitor costs, budgets, and financial transactions to ensure projects are completed on time and within budget
- Writing reimbursement checks for workers
- Entering vendor invoices into Quick Books
- Preparing payment checks for vendors
- Handle customer complaints and requests
- Maintain customer records up to date
- Prepare, communicate, and maintain procedural improvements
- Create and maintain databases
- Maintain vehicle registrations and permits up to date
- Ensure drivers' certifications are up to date and properly filed
- Perform receptionist duties: greet visitors, and answer and direct phone calls
- Receive, sort, and distribute incoming mail and deliveries
- Manage outgoing mail
- Maintaining trees inventory
- Manage office supplies inventory and place orders as necessary
- Maintaining a clean and orderly office environment
- Organizing an annual summer party for the whole company
Human Resources Manager
B.D. Bush Excavation
11.2016 - 12.2017
- In charge of recruiting, staffing, onboarding for new hires as well as job descriptions, development needs and training
- Responsible for maintaining employees' files and ensuring required credentials are up to date
- Develop policies and documentation; maintain company, employee and community communications
- Administer compensation and benefits (Pay rates, PTO, Insurance, Loans, 401K, Time away from work, etc.)
- Implementation and monitoring of performance improvement processes develop and communicate new company policies
- Administers and complies with all existing legal and government reporting requirements, (EEO, ADA, FMLA, WCF, OSHA)
- Oversees the Health and Safety of the Workforce by ensuring the proper safety training and equipment are provided, and employees are participating in the weekly safety meetings
- Responsible for processing weekly payroll and applying benefits deductions
- Translate manuals and forms to Spanish language
- Establish and maintain a positive employer-employee relationship to promote a high level of employee morale and motivation
- Responsible for maintaining fleet files and making sure that all required documentation, requirements, and certifications are up to date
Human Resources Assistant
Wasatch Product Development
03.2016 - 11.2016
- In charge of posting open positions on employment websites, filter applications, select candidates, perform interviews and assessments, when applicable set up additional interview with Department Supervisor or Manager, prepare and send the offer letter and confirm acceptance of such, set up start date
- Provide orientation to new employees by reviewing and explaining company policies and guidelines, benefits, as well as gathering and reviewing all new hire forms and documentation and other payroll information; prepare access badges
- Administered benefits and keep records up to date; In charge of benefits orientation meetings for newly qualified employees, open enrollments, termination, and change of benefits
- Etc
- Provide, review, and submit the appropriate applications and supporting documents to insurance carriers
- Clarified employees' questions about benefits
- Kept up to date with HR tools, Food Handlers permits, SOP's, HR videos
- Assisted with employee relations, Company employee communication
- Keep Human Resources records updated by recording new hires, transfers, terminations, changes in job classifications, merit increases, tracking vacation, sickness, and personal time
- Kept up to date with time and attendance, Swipe Clock, Absent Slip and Vacation approvals
- Monitored unemployment claims by reviewing claims; substantiating documentation; requesting legal counsel review
- Assist in Verifications of employment, Garnishments, etc
- Maintained employee files and the HR filing systems
- Assisted in upcoming safety trainings, needed department trainings; assist with the safety committee performance meetings, agenda's, logging Safety concerns within safety database
- Assisted in Workers Injury reporting and the investigation of work-related injuries, as well as training to follow when appropriate
- Translated forms and documents to Spanish
- Acted as an Interpreter for Spanish speaking employees
Inside Sales Assistant
ICS Supply
09.2012 - 12.2014
- Accountable for maximizing gross profit while offering the best solution to the customer with the best service in the industry and at a fair price
- Prepare bids, quotes, and proposals by performing the following duties:
- Use drawing packages to prepare complete quote, BOM pricing and bid worksheet
- Receive details from Outside sales and collate information into a quote package (Quote, BOM and ICS Bid Worksheet)
- Fully proficient in creating quotes, BOMs and calculating labor using the ICS Bid Worksheet
- Always follow ICS standards when preparing quotes
- Maintain sales forecasts and participate in regular sales meetings
- Develop business relationships with customers and potential customers through phone calls, email, etc
- Identify new opportunities within the current customer base
- Communicate effectively with Outside Sales and Sales Manager to optimize overall company sales performance
- Adhere to all company rules, codes of conduct, and quality procedures
Administrative Sales Associate
Novarad Corp.
11.2010 - 06.2012
- Deal with sales staff, distributors, and customers respectfully and professionally
- Create accurate and timely quotes, presentations, and other sales documents for internal and external customers
- Follow-up and take charge of pipeline working with sales staff
- Set up demo appointments and schedules sales calls for Regional Vice President of Sales and Regional Director of Sales of Latin America
- Develop in-depth knowledge of Novarad products and services
- Overcome technical and business objections of prospective customers
- Emphasize salable features, quote prices and credit terms, and prepare sales orders for orders obtained
- Estimate date of delivery to customer, based on knowledge of Company's production and delivery schedules
- Prepare reports on business transactions
- Enter new customer data and other sales data for current customers into the computer database
- Work with Regional Vice President of Sales and Regional Director of Sales of Latin America to keep account activities and literature up to date
- Investigate and resolve customer problems pre- and post-sale
- Build and maintain customer relationships
- Translate business communications, technical support, and product brochures
- Coordinate travel arrangements and meetings for Domestic and International Sales Staff
Preferred Customer Associate
United Parcel Service, Inc.
06.2000 - 03.2010
- Received calls from 'Preferred Customers', answered general questions about pricing and services, ordered supplies and helped customers navigate throughout the website
- Recommended additional services based on the customer's needs
- Resolved billing inquiries, clarified charges, and processed adjustments or credits on invoices
- Performed investigations for lost packages, conducted interviews with the involved parties to collect all information for proper classification of the trace
- Communicated with other UPS departments or external customers to ensure a prompt and proper response
- Initiated damage reports, processed claims and when necessary, contacted other internal areas to provide additional details to expedite claim payment
- Monitored different situations for the customer, scheduled reviews and calls to provide updates or resolution
- Recorded all information actions and commitments on the system
- Administered calendar to plan outbound follow up calls
Office Manager/Purchaser
Terminal Marítima de Altamira, S.A. de C.V.
12.1996 - 06.1999
- Performed general duties of an Office Manager, answered phone calls, greeted clients, and scheduled appointments
- Directed calls and correspondence to appropriate departments
- Coordinated meetings and special events
- Administered petty cash
- Established purchasing process
- Generated orders and contracts for services and materials needed for construction of the terminal
- Monitored delivery of materials to ensure technical specifications and delivery dates were met
- Worked with suppliers and contractors to resolve any problems or delays with progress of the project or delivery of construction materials
- Worked with Government authorities to get proper permissions and licenses for Construction and Operation of the terminal, which consisted of a shipping dock, two cranes, several warehouses connected to the dock by belt conveyors, and railroads to move the grains out of the terminal
- Authorized payments to providers based on their compliance with the terms and conditions of their contract
- Assigned daily tasks to office boy and purchasing assistant
- Translated technical manuals
Education
10 Years of Continuous Customer Service Training. - Customer Assistance Skills
UPS
West Valley City, UtahEnglish As A Second Language - English
Tamaulipas Autonomous University
Tampico, MexicoHS & Associates in Applied Technology Accounting. - Accounting And Administration
English Commercial School
Tampico, TampsSkills
Financial Acumen & Accounting:
- Account Reconciliation Expertise (Detailed/General)
- AR & AP Management
- Credit Card Reconciliation Expertise
- Expense Management (Tracking & Documentation)
- Financial Audit Preparation
- Financial Record Management (Recordkeeping & Reporting)
- GAAP Compliance Expertise
- Invoice Management
- Payroll Management (Operations Administration & Preparation)
- QuickBooks Financial Management (Expertise)
Technical Proficiency:
- Advanced Adobe Software Proficiency
- CRM Software Proficiency
- EMR Systems Proficiency
- ERP System Management (Proficiency)
- Expertise in Google Suite Tools
- Great Plains Proficiency
- Navision Proficiency
- Platinum Payment Solutions Proficiency
- Service Autopilot Proficiency
- Transoft Proficiency
- Visio Proficiency
- Microsoft Office Suite (Advanced MS Office Skills)
- Bouncie Vehicle Tracking Proficiency
- Mobiwork Solutions Experience
- Timeworks Plus Experience
- PACS & RIS Systems Introductory Training
Data Management & Analysis:
- Accurate Data Entry (Accurate Data Input)
- Analytical Problem Solving (Innovative Problem-Solving)
- Analytical Research Management
- Data Analysis (Data Collection and Analysis, Data Interpretation)
Communication & Interpersonal Skills:
- Client Interaction (Client Relationship Management)
- Vendor Relationship Management
- Email Management
- Handling Confidential Materials
- Professional Interpretation Services (Spanish to English and vice versa)
- Bilingual Translation Specialist (Spanish to English and vice versa)
- Strong Verbal Communication
Human Resources & Administration:
- ADP Experience
- Applicant Assessment (Candidate Assessment)
- Human Resources Compliance
- Personnel Management
- Staff Training and Engagement
- Staffing Solutions
Operational & Organizational Skills:
- Attention to Detail (Exceptional Detail Orientation)
- Goal-Driven Initiative
- Independent Task Management
- Ongoing Professional Development
- Procurement Order Processing
- Strong Organizational Skills
- Strategic Decision Making
- Task Time Monitoring
Certification
Certified Bookkeeper
Certified Translator and Interpreter for Spanish Language
Customer Service Advocate
Languages
Spanish
Native or Bilingual
Timeline
Bookkeeper
Go Pave Utah
07.2023 - 04.2024
AR and Billing Specialist
The Shipping Block
07.2021 - 12.2022
Office Administrator
Golf Green Grass LLC
05.2020 - 05.2021
Office Manager/Administrative Assistant
Eschenfelder Landscaping/Wild Willies Yard Services
07.2018 - 12.2019
Human Resources Manager
B.D. Bush Excavation
11.2016 - 12.2017
Human Resources Assistant
Wasatch Product Development
03.2016 - 11.2016
Inside Sales Assistant
ICS Supply
09.2012 - 12.2014
Administrative Sales Associate
Novarad Corp.
11.2010 - 06.2012
Preferred Customer Associate
United Parcel Service, Inc.
06.2000 - 03.2010
Office Manager/Purchaser
Terminal Marítima de Altamira, S.A. de C.V.
12.1996 - 06.1999
Certified Bookkeeper
Certified Translator and Interpreter for Spanish Language
Customer Service Advocate
10 Years of Continuous Customer Service Training. - Customer Assistance Skills
UPS
English As A Second Language - English
Tamaulipas Autonomous University
HS & Associates in Applied Technology Accounting. - Accounting And Administration
English Commercial School
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