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Office Administrator


December 16, 2019




Office Administrator, Full-Time


$38,000 - $45,000 (based upon experience)


Healthcare, Paid vacations, 401(k) Employer Contributions, Flextime, Business Mileage Reimbursement


TMACC seeks a creative, reliable and well-organized Office Administrator to manage the general daily office operations of our customer-oriented association. The Office Administrator must be an initiator and communicator who has strong organizational, problem-solving and strategic-thinking abilities as well as meticulous attention to detail. With a small staff, the candidate must be friendly and willing to “roll up their sleeves” in a team environment to enable the organization to achieve its mission. This is a full-time position, approximately 37.5 hours per week and provides opportunities flexible hours.


The Office Administrator will be responsible for, but not limited to:

  • Overseeing the day-to-day activities of the TMACC office as the main point of contact.

  • Managing office efficiency by maintaining the appearance of common areas, organizing office operations and procedures, managing correspondence, managing filing systems, reviewing and approving supplies and equipment requisitions.

  • Preparing and managing monthly grant invoicing and reporting required by grants or contracts.

  • Managing the CRM database.

  • Managing of memberships, sponsorships and advertising including the invoicing and communications.

  • Directing administrative supports as needed, including the management of time sheets for payroll and grant reporting, scheduling appointments, meetings, and events, booking travel, and mailing and shipping packages.

  • Booking and managing off-site activities like educational programs, membership meetings, special events and conferences.

  • Managing communications with Board of Director including minutes preparation.

  • Managing office supply, equipment, and facility management vendors.

  • Typing letters, proposals, reports, minutes, notes, and forms from written drafts, dictation and/or outlines by Executive Director and Managers – proofreading and often exercising individual judgment to ensure correct format, spelling and punctuation.

  • Assisting in managing project-related documentation, including grant submittals.

  • Performing any other duties that may be requested and able to work pre-approved overtime when needed.


This position reports directly to the Executive Director


  • Knowledge of office administrator responsibilities, systems and procedures

  • Strong time-management, people skills, flexibility, and ability to multi-task

  • Proficiency in MS Office (MS Word, Excel and Outlook, in particular)

  • Attention to detail and problem-solving skills

  • Advanced proficiency in business English, grammatical, vocabulary and proofreading skills, and ability to apply these in office practice

  • Ability to interface effectively and professionally, verbally and in writing, and to make decisions based upon information obtained through same

  • Personable and professional appearance at all times due to the high level of interaction with external visitors

  • Proven experience as an Office manager, Front office manager or Administrative assistant

  • High school diploma, GED, or equivalent

  • 3+ years of office management experience

  • Ability to be mobile

  • Flexibility for occasional early morning, evening and weekend availability

  • Ability to lift 30 lbs

  • Valid PA driver’s license is required


  • Bachelor's degree or equivalent

  • Writing and speaking in Spanish is a plus

  • Experience in utilizing internal filing and database systems


Application open until filled. 

Send cover letter and resume to:

Transportation Management Association of Chester County

Attn: OA Application

7 Great Valley Parkway, Suite 144

Malvern, PA 19355


Email cover letter and resume to A confirmation will be sent next business day.

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