The Swamp Tactical Training Center Office Administrator

UG Solutions•Maysville, NC

10d•Onsite

About The Position

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.

Requirements

Reporting to the General Manager regarding front office operations and customer service standards, onsite sales administration and course/membership registration, billing, invoicing, and payment records, and general office paperwork, filing, and recordkeeping.
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.

Responsibilities

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
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
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
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