Summary
Overview
Work History
Education
Skills
Timeline
Generic

Manuel Baeza

Holtville,CA

Summary

With 16 years of experience as a meticulous and systematic administrative assistant, excelling in organizing, planning, and managing daily clerical needs. Expertise in coordinating documents, reports, and records, handling correspondence, and overseeing deliveries. Fluent in both written and oral communication in English and Spanish. Possesses strong leadership abilities to lead teams, build relationships, and ensure smooth office operations. Seeking a full-time administrative role to leverage extensive experience and organizational skills in contributing to a dynamic team.

Overview

20
20
years of professional experience

Work History

Accounting Assistant

Viking Farms
01.2024 - 10.2024
  • 1. Field Allocation - Field ID/Canal Name: Assign unique identifiers to each field or plot to ensure proper tracking of crop production and input usage.
  • - Crop Type: Identify which crop is planted in each field (alfalfa, sugar beets, basil, parsley).
  • - Planting Date & Harvest Date: Track the planting and expected/actual harvest dates for proper crop rotation and input scheduling.
  • - Area (Acres): Record the size of the field or plot for precise input application calculations.
  • 2. Input Tracking Inputs such as chemicals, fertilizers, and water are key expenses and need to be recorded in detail.
  • A. Fertilizers - Type: Record the type of fertilizer applied (e.g., nitrogen, phosphorus, potassium).
  • - Amount Used: Measure and track the quantity of fertilizer applied (in pounds, tons, or gallons/liters).
  • - Application Date: Track the date of application to monitor timing relative to crop growth stages.
  • - Field ID/Canal Name: Ensure that the specific field receiving the application is logged.
  • B. Chemicals This includes pesticides, herbicides, fungicides, and growth regulators.
  • - Type of Chemical: Record the specific chemical used (e.g., fungicide for basil).
  • - Amount Applied: Document the quantity of each chemical applied, ensuring accurate dosage per crop and field.
  • - Application Date: Record the date of application for monitoring pest and disease cycles and ensuring compliance with legal regulations.
  • - Field ID/Canal Name: Track which field received the chemical treatment.
  • C. Water Usage - Water Source: Identify the water source(s) (IID).
  • - Volume Used: Track the volume of water used, typically in gallons, liters, or acre-feet.
  • - Application Date/Time: Log when irrigation occurs, whether on a fixed schedule or based on weather conditions or crop needs.
  • - Field ID/Canal Name: Keep track of which fields have received irrigation.
  • 3. Accounting System Integration Implement a record-keeping system that integrates with both your Accounts Payable (AP) and Accounts Receivable (AR) processes. This can be done manually via spreadsheets or through an Agricultural Management Software (Ag Star) system.
  • A. Accounts Payable (AP) This will include:
  • - Supplier Information: Name, address, and contact details for suppliers of fertilizers, chemicals, and irrigation equipment.
  • - Invoice Date and Number: Record all supplier invoices for inputs.
  • - Amount Due: Track the amount to be paid for each invoice.
  • - Payment Terms: Note payment due dates and any early payment discounts or interest terms.
  • - Payment Date: Ensure payments are recorded when they occur.
  • B. Accounts Receivable (AR) This will include:
  • - Customer Information: Names and contact details for buyers or distributors of the crops (Spreckle Sugar buyers of sugar beets or basil).
  • - Invoice Date and Number: Record the date and number of invoices issued for crop sales.
  • - Amount Receivable: Keep track of the amounts owed by each customer.
  • - Payment Terms: Note the payment terms (e.g., net 30 days) and track the collection process.
  • - Payment Date: Record when payments are received.
  • 4. Crop-Specific Considerations
  • - Alfalfa: Alfalfa has a long growing season and may require different soil treatments, watering schedules, and chemical management than other crops. Ensure to track multiple harvests and the timing of irrigation (especially for establishing the crop).
  • - Sugar Beets: Sugar beets need specific fertilization schedules (nitrogen and potassium), as well as herbicide and pesticide treatments. You'll also need to monitor water usage carefully, especially for irrigation needs during different growth stages.
  • - Basil and Parsley: These herbs are more sensitive to pest and disease issues, so pest control measures may be more frequent. Fertilizer needs will be different from the others, and water needs will depend on climate and growth stage.
  • 5. Field Activity & Maintenance Records
  • Keep a log of all field activities and maintenance actions, including:
  • - Tillage: Document tilling, soil preparation, or field leveling.
  • - Planting: Record the variety of seed used and the sowing method.
  • - Harvesting: Keep a record of when and how crops are harvested, the yield per acre, and any post-harvest treatments (e.g., Baling, Road siding, Trucking).
  • - Field Maintenance: Track any repairs or maintenance work done on irrigation systems, fences, and equipment used in the fields.
  • 6. Crop Yield Reporting Track the yield per acre or hectare, documenting:
  • - Harvest Weight: Total yield per crop, often reported in pounds or kilograms.
  • - Quality: Record the quality grades (for crops like basil and parsley, quality is often important) and note whether crops were sold as premium or standard grade.
  • 7. Reporting and Analytics Generate periodic reports for internal review, financial forecasting, and decision-making:
  • - Cost of Production: Calculate the cost of inputs (chemicals, fertilizers, labor, water) per acre or per unit of crop produced.
  • - Profitability Analysis: Evaluate revenue versus costs for each crop.
  • - Resource Efficiency: Measure water and fertilizer efficiency, crop rotation effects, and pest/disease management success.

Truck Dispatcher

Milky Way Trucking
01.2020 - 10.2024
  • 1. Daily Dispatch Schedule Management:
  • - Coordinate and update the daily dispatch schedule for delivery of various goods (Hay, Almond Hull, Corn Silage, Wheat Silage, Yellow Corn, Beet Pulp, Fats) to dairies.
  • - Communicate schedule details to all involved departments and drivers via email, text, or other communication tools.
  • - Ensure timely delivery of goods, monitoring the progress of shipments and ensuring routes are followed as planned.
  • 2. Communication and Coordination:
  • - Maintain regular communication with drivers to confirm route completion, address any issues, and provide any necessary support.
  • - Coordinate with other internal departments to manage ETAs, inventory levels, and other logistical concerns.
  • - Act as a point of contact for drivers regarding work-related matters, such as timesheets, HR documentation, and benefits follow-ups.
  • 3. Document Management:
  • - Gather all necessary documentation from drivers (such as Bills of Lading or BOLs), scan, invoice, and file them accordingly.
  • - Maintain accurate and organized records for each delivery, ensuring proper filing and compliance with internal processes.
  • 4. Data Entry and Clerical Work:
  • - Perform daily data entry tasks to track deliveries, inventory, and other logistics-related information.
  • - Process and manage documentation such as invoices, timesheets, and other administrative forms.
  • 5. Customer Service and Professional Conduct:
  • - Ensure professional behavior when interacting with both internal and external business associates, reflecting positively on the company's reputation.
  • - Provide exceptional customer service by addressing inquiries, resolving issues, and ensuring the satisfaction of the company's clients (dairies).
  • 6. Inventory and Supply Management:
  • - Manage and monitor hay inventory for fields in Holtville and East Brawley, ensuring that stock levels are adequate for upcoming shipments.
  • - Ensure office supplies are stocked and available for use by the team.
  • 7. Additional Duties:
  • - Conduct and complete additional duties as assigned by management.
  • - Answer phone calls, check and respond to emails, and follow up as necessary to keep operations running smoothly.

Office Manager

Axis Metal Design Inc.
09.2018 - 01.2021
  • 1. Time & Attendance - Tracking employee work hours: Using time-tracking software or manual timesheets to record when employees clock in/out.
  • - Overtime management: Ensuring compliance with labor laws and company policies regarding overtime.
  • - Leave tracking: Managing vacation, sick leave, and other forms of employee time off.
  • 2. Payroll - Processing payroll: Calculating employee wages, deductions (taxes, benefits), and issuing payments, typically on a bi-weekly or monthly basis.
  • - Compliance: Ensuring that all payroll processes comply with federal, state, and local tax laws.
  • - Employee benefits: Administering benefits like health insurance, retirement plans, and bonuses.
  • 3. Accounts Receivable (A/R) - Invoicing: Generating and sending invoices to clients or customers for goods/services provided.
  • - Payment collection: Following up with clients on overdue invoices to ensure timely payments.
  • - Cash flow management: Monitoring incoming payments and ensuring sufficient cash flow for business operations.
  • 4. Accounts Payable (A/P) - Vendor payments: Managing and processing payments to suppliers and contractors.
  • - Expense tracking: Keeping records of all outgoing payments and ensuring bills are paid on time to avoid penalties.
  • - Reconciliation: Matching invoices to purchase orders and receipts to ensure accuracy.
  • 5. Payroll & Sales Tax Reports - Quarterly/Yearly filings: Preparing and submitting quarterly payroll tax filings (e.g., 941 forms) and annual filings (W-2, W-3, etc.).
  • - Sales tax: Calculating and submitting state and local sales tax returns on a quarterly or annual basis.
  • 6. Safety - Workplace safety programs: Developing and enforcing safety protocols to minimize risk and ensure compliance with OSHA or other relevant regulations.
  • - Training: Conducting safety training sessions for employees and ensuring proper use of safety equipment.
  • - Incident reporting: Managing and documenting any safety incidents or accidents.
  • 7. Billing - Job-based billing: Creating and managing invoices based on completed work or service provided to customers.
  • - Accuracy and timeliness: Ensuring bills reflect accurate pricing, terms, and are sent out promptly to avoid delays in payment.
  • 8. Quoting Jobs - Job cost estimation: Preparing and sending quotes to customers based on labor, materials, and overhead costs.
  • - Negotiation: Engaging with customers to finalize pricing and terms before project commencement.
  • 9. Parts Department Management - Inventory management: Overseeing the stock of parts, tools, and supplies to ensure adequate levels and avoid shortages.
  • - Ordering: Managing procurement processes for parts and equipment needed for ongoing jobs or projects.
  • - Stock audits: Regularly reviewing inventory to ensure records align with actual stock.
  • 10. Purchasing Agent - Supplier relations: Sourcing and establishing relationships with suppliers to procure goods/services needed for business operations.
  • - Order management: Overseeing the purchasing process, ensuring timely and cost-effective acquisitions.
  • - Negotiating terms: Working with vendors to negotiate favorable pricing, terms, and delivery schedules.
  • 11. Collections - Outstanding debts: Tracking overdue accounts and reaching out to customers to collect payments.
  • - Payment arrangements: Negotiating payment plans with customers who are unable to pay in full immediately.
  • - Debt recovery: Working with legal or third-party collection agencies when internal efforts are unsuccessful.

Office Manager

Wymore Inc.
04.2005 - 07.2018
  • - Managed daily operations of a busy office, overseeing a team of 24 employees to ensure smooth workflow and efficient productivity.
  • - Handled a wide range of administrative functions, including office coordination, scheduling, and communication between departments.
  • - Administered payroll processing for all staff, ensuring timely and accurate compensation while adhering to company policies and legal requirements.
  • - Managed employee personnel issues, including conflict resolution, performance evaluations, and employee engagement initiatives.
  • - Developed and enforced HR policies and procedures, ensuring compliance with federal and state regulations.
  • - Coordinated the preparation and submission of quarterly and yearly tax filings, working closely with accounting teams to maintain accurate financial records.
  • - Streamlined billing processes and invoicing, ensuring that payments were processed on time and discrepancies were addressed promptly.

Education

High school diploma - GED

Desert Oasis High School/Southwest High School
El Centro, CA
01.2005

Skills

  • Office Administration & People Management
  • Financial & Record Keeping
  • Inventory & File Management
  • Office Equipment & Technology
  • Communication & Customer Relations
  • Problem-Solving & Critical Thinking
  • Organizational Skills

Timeline

Accounting Assistant

Viking Farms
01.2024 - 10.2024

Truck Dispatcher

Milky Way Trucking
01.2020 - 10.2024

Office Manager

Axis Metal Design Inc.
09.2018 - 01.2021

Office Manager

Wymore Inc.
04.2005 - 07.2018

High school diploma - GED

Desert Oasis High School/Southwest High School

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Manuel Baeza