Overview
Asistente de administración con Inglés Jobs in Panama City, Panamá, Panama at Astra Real Estate Panama
Title: Asistente de administración con Inglés
Company: Astra Real Estate Panama
Location: Panama City, Panamá, Panama
Administrative & Accounting Assistant
Location: Onsite – Panama City, Panama (with occasional travel to operational sites as required)
Reports To: Management
Position Summary
The Administrative & Accounting Assistant provides comprehensive administrative, financial, and operational support to our holding. This role is responsible for managing documentation, supporting accounting and bookkeeping processes, coordinating internal communications, and ensuring organized recordkeeping across the company’s operations. The position plays a key role in supporting field operations, financial reporting, and general administrative functions while maintaining accurate records and ensuring efficient communication between management, staff, and external partners.
What We Are Looking For
We are looking for someone who wants to grow with the company and become a key part of our long-term success. The ideal candidate is proactive, organized, and demonstrates strong follow-through on tasks and responsibilities.
The right person thrives in a fast-paced environment and enjoys juggling many different responsibilities at once. They are a natural problem solver who thinks outside the box, take initiative, and find solutions before problems escalate.
This role requires someone tech-savvy, adaptable, and comfortable working with digital tools, systems, and evolving processes.
Key Responsibilities
Administrative Operations
• Perform general administrative duties, including document management, filing, data entry, and maintaining organized records.
• Coordinate meetings, schedules, appointments, and company activities.
• Assist with the preparation of contracts, agreements, and official correspondence.
• Manage office supply procurement and maintain inventory of administrative materials.
• Receive and organize company correspondence, packages, and documentation.
• Print and prepare legal or operational documents in required formats.
• Support company logistics, including shipping documentation and inventory tracking.
Accounting & Financial Support
• Organize company invoices through collection, scanning, and digital filing in chronological order.
• Maintain organized digital and physical accounting records.
• Support accounts payable and accounts receivable processes.
• Work closely with the company’s external accountant to provide accurate and complete documentation required for bookkeeping, financial reporting, and payroll processing.
• Prepare financial reports and assist management in maintaining accurate financial records.
• Support bookkeeping activities and maintain compliance with company financial policies.
Documentation & Records Management
• Maintain the company’s document management system (including platforms such as SharePoint).
• Ensure invoices, contracts, and supporting documentation are properly archived and accessible.
• Assist in preparing supporting documentation for accounting, payroll, and vendor payments.
Operational Support
• Follow up with field supervisors regarding invoices, payments, and operational reports.
• Track deliverables from field personnel and ensure timely submission of reports.
• Assist with communications between management and operational teams.
• Coordinate internal information flow related to project activities and operational updates.
• Conduct research and outreach to vendors, service providers, and partners for Requests for Proposals (RFPs), quotes, and other operational needs.
• Assist in gathering pricing, comparing vendor proposals, and supporting procurement decisions.
Client & Stakeholder Communication
• Respond to phone calls, emails, and inquiries in a timely and professional manner.
• Communicate effectively with internal staff, contractors, vendors, and potential clients.
• Support coordination with external partners, including service providers and suppliers.
Human Resources Support
• Assist with maintaining employee records and documentation.
• Support onboarding processes for new employees and contractors.
• Maintain confidentiality of personnel and company information.
Compliance & Confidentiality
• Maintain strict confidentiality of company records, financial information, and internal communications.
• Safeguard company documents, digital files, and equipment.
• Ensure all documentation generated during employment remains the property of the company.
Qualifications
• Fluent in Spanish and English (written and verbal).
• Minimum 1 year of administrative, bookkeeping, or accounting support experience.
• Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with accounting software such as QuickBooks or similar systems preferred.
• Strong organizational and document management skills.
• Ability to manage multiple tasks and priorities simultaneously.
• High level of attention to detail and accuracy.
• Strong written and verbal communication skills.
Preferred Experience
• Knowledge of Panamanian accounting or tax regulations.
Education
• High school diploma required.
• Degree or coursework in Business Administration, Accounting, or a related field preferred.
Work Schedule
Standard working hours are typically 8:00 AM – 5:00 PM, Monday through Saturday, depending on operational needs.
Compensation
Compensation based on experience and scope of responsibilities.
