The Swamp Tactical Training Center Office Administrator

Office Administrator

Location: On-Site in Maysville, NC

Position Summary

The Office Administrator manages front-office operations at The Swamp Tactical Training Center, serving as the first point of contact for members, clients, and visitors. This role is responsible for on-site sales administration, billing, invoicing, and accounts receivable, and general office paperwork and recordkeeping, reporting to the General Manager. The Office Administrator supports the Director of Sales & Training with course and membership registration, scheduling, and point-of-sale operations, while maintaining accurate financial records and organized administrative systems for the facility.

Reporting Structure

Direct report to the General Manager regarding:

• Front office operations and customer service standards

• Onsite sales administration and course/membership registration

• Billing, invoicing, and payment records

• General office paperwork, filing, and recordkeeping

As Office Administrator, this position holds primary responsibility for:

• Day-to-day operation of the front office and first point of contact for members, clients, and visitors

• Accuracy and timeliness of billing, invoicing, and accounts receivable records

• Coordination of onsite sales administration in support of the Director of Sales & Training

• Organization and completion of general office paperwork, filing, and compliance documentation

Office Administrator

Front Office & Customer Service

• Serve as the first point of contact for members, students, and visitors at the front desk, in person and by phone/email

• Greet and check in customers, course attendees, and range guests; maintain the Member Log system

• Manage the front office phone line and general inquiry inbox, routing calls and messages appropriately

• Maintain a clean, organized, and professional front office and reception area

Sales Administration

• Support onsite sales activity for courses, memberships, and range use: process registrations, prepare quotes, and issue contracts and waivers

• Track leads, follow-ups, and course/membership enrollment in coordination with the sales and training team

• Coordinate scheduling for courses, range reservations, and special events (e.g., Swamp Gauntlet, VIP visits)

• Process point-of-sale transactions for training courses, memberships, and pro shop merchandise

Billing & Invoice Management

• Prepare, issue, and track customer invoices for training courses, memberships, and contract work

• Follow up on outstanding balances and maintain accounts receivable records

• Process vendor bills and coordinate payment with the Finance & Budget Manager

• Reconcile daily cash and point-of-sale receipts

General Paperwork & Office Administration

• Maintain digital and physical filing systems for contracts, waivers, permits, and correspondence

• Prepare and manage general paperwork, including liability waivers, vendor/contractor forms, and new-hire paperwork

• Order and manage office and front-desk supplies

• Support basic HR administrative tasks (timesheets, onboarding forms, recordkeeping) as directed

• Maintain confidentiality of client, financial, and business records

• Perform other administrative duties as assigned

Preferred Qualifications

• Experience with QuickBooks or similar accounting software, and with booking or membership platforms such as Mindbody, Square, Zen Planner, or club management systems

• Background in a membership-based business, such as a gym, range, golf or country club, martial arts studio, or marina

• Comfort working around firearms and range environments, such as prior range, gun shop, or outdoor sporting goods experience

• Prior military or law enforcement experience is a strong plus

• Sales support experience, including processing registrations, preparing quotes, issuing contracts and waivers, and tracking leads in a CRM

• Experience scheduling classes, events, and VIP visits

• Basic HR administrative experience, including timesheets, onboarding paperwork, and new-hire files

• Proven record of handling confidential client and financial information

• Strong proficiency in Microsoft Office and Google Workspace