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
The Company
UG Swamp LLC, home of the Swamp Tactical Training Center, is a 283-acre live-fire training complex in Maysville, North Carolina, just outside Camp Lejeune. A division of UG Solutions, the facility supports government training, education, and operational readiness for military, federal, and law enforcement units. It can handle anything from individual instruction to large unit training events. The Swamp also runs a membership program and competitive shooting events for the civilian shooting community.