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