Administrative Assistant (Operations Manager)

About the job

Administrative Assistant (Operations Manager) Company: Prime Glass Location: Adjiringanor, Accra, Ghana Employment Type: Full-Time Company Profile Prime Glass is a growing and customer-focused company committed to delivering quality glass products and professional services to its customers. The company values efficiency, reliability, quality workmanship, customer satisfaction, teamwork, and continuous improvement. Prime Glass provides a professional and collaborative working environment where employees are encouraged to take initiative, maintain high standards, and contribute to the organisation’s operational growth. Prime Glass is seeking a highly organised, proactive, and dependable Administrative Assistant (Operations Manager) to support the effective coordination of its administrative and operational activities in Adjiringanor. Job Summary The Administrative Assistant (Operations Manager) will support and coordinate the day-to-day administrative and operational activities of Prime Glass. The successful candidate will maintain efficient office operations, coordinate staff and schedules, manage records, support customer service, monitor operational activities, and assist management with planning and reporting. The role requires strong organisational and supervisory skills, attention to detail, excellent communication, and the ability to manage multiple priorities in a fast-paced business environment. Key Responsibilities Coordinate daily administrative and operational activities to ensure smooth business operations. Support management in planning, organising, and monitoring day-to-day activities. Maintain accurate and up-to-date administrative, operational, customer, and staff records. Prepare correspondence, reports, schedules, presentations, memos, and other business documents. Coordinate internal meetings, appointments, staff briefings, and operational schedules. Monitor daily work activities and follow up on assigned tasks to ensure timely completion. Support the Operations Manager in coordinating staff, work assignments, and operational priorities. Supervise and guide assigned administrative and operational support staff. Allocate tasks, monitor performance, and ensure team members meet established standards. Maintain effective communication between management, employees, customers, suppliers, and other stakeholders. Receive and respond to customer enquiries professionally and promptly. Follow up on customer requests, orders, deliveries, installations, and service requirements. Maintain accurate records of customer orders, quotations, invoices, deliveries, and related documentation. Coordinate with sales, production, installation, logistics, and other teams to ensure customer requirements are met. Monitor operational schedules and identify potential delays or challenges. Follow up with relevant team members to resolve operational issues quickly. Support procurement activities by obtaining quotations, preparing purchase requests, and following up with suppliers. Maintain accurate supplier and procurement records. Monitor office supplies, operational materials, and other essential resources. Assist with inventory monitoring and report shortages or discrepancies to management. Maintain organised filing systems for physical and electronic documents. Ensure confidential company and customer information remains secure. Assist with preparation of budgets, expense records, operational reports, and other management information. Track operational expenses and submit relevant documentation for review. Monitor petty cash and administrative expenditure where assigned. Prepare regular reports on operational activities, staff performance, customer requests, and outstanding tasks. Support management in identifying operational inefficiencies and implementing practical improvements. Ensure company procedures and administrative policies are followed consistently. Assist with onboarding and orientation of new employees. Maintain staff attendance, leave, and other relevant administrative records. Support staff meetings, training activities, and internal communication initiatives. Coordinate logistics for meetings, site visits, deliveries, installations, and other company activities. Ensure office and operational facilities remain organised, professional, and functional. Support health, safety, and workplace standards within the assigned area of responsibility. Handle sensitive business information with discretion and professionalism. Perform other administrative and operational duties assigned by management. Qualifications & Experience HND, diploma, or bachelor’s degree in Business Administration, Management, Operations Management, Office Administration, or a related field. Minimum of 2 years’ supervisory experience, preferably in administration, operations, manufacturing, construction, retail, glass processing, or a related business environment. Proven experience supporting or coordinating day-to-day business operations. Experience supervising staff and coordinating work assignments. Strong administrative, organisational, and record-keeping skills. Experience preparing reports, schedules, correspondence, and business documents. Experience working with customers, suppliers, contractors, and internal teams. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook. Experience using spreadsheets and basic operational reporting tools. Knowledge of procurement, inventory, logistics, or production processes is an advantage. Key Competencies Operations coordination Office administration Staff supervision Customer service Scheduling and planning Documentation and record keeping Procurement support Inventory coordination Reporting and data management Communication and interpersonal skills Problem-solving Time management Microsoft Office proficiency Confidentiality and professionalism Personal Attributes The successful candidate will be: Highly organised and detail-oriented. Proactive and solutions-focused. Professional, reliable, and accountable. Confident in coordinating people and activities. Strong in communication and relationship management. Comfortable managing multiple priorities and deadlines. Calm and effective under pressure. Discreet when handling confidential information. Customer-focused and service-oriented. A positive team player with strong leadership potential. Willing to take initiative and improve operational processes. What We Offer A welcoming and professional working environment. The opportunity to gain broad experience across administration and business operations. Opportunities to develop supervisory, coordination, and management skills. A collaborative workplace that values initiative, efficiency, and accountability. Opportunities for professional growth and career development. The opportunity to contribute directly to the efficiency and growth of a developing business. How to Apply Apply online by clicking on the Application button. Application Deadline: 17 October 2026