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 onsite 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 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
