{"id":2000189,"url":"https://alion.io/job/swarmer-office-manager","title":"Office Manager","company":{"id":687566,"name":"Swarmer","domain":"swarmer.com","url":"https://alion.io/company/swarmer-2","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Ashby","truth_index":{"grade":"B","score":75,"open_postings":3,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-28T05:59:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Warsaw, Poland"],"countries":["PL"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":27000,"max_usd":63000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":2376},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-07T08:49:59Z","employer_posted_date":"2026-10-07","last_verified_at":"2026-10-29T00:05:18Z","board_verified":true,"closed_at":null,"days_open":21,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":21},"description":"Why we exist:\nSwarmer develops software that makes drones autonomous and allows them to operate together, in large, coordinated teams-no pilots needed. Our technology has been battle-tested in Ukraine-the world’s most intense proving ground for drone warfare.\nIn March 2026, we became the first Ukrainian defense startup to go public on NASDAQ, following a $15M Series A-the largest investment in a Ukrainian defense tech company since the start of the war.\nWorking at Swarmer means operating at the intersection of engineering rigor and frontline reality. The problems and environments are complex, and the stakes are very real. We built this software to enable democratic nations to defend themselves.\nIf you are motivated by building resilient systems that matter and by seeing the direct impact of your work, you’ll find purpose here.\nWho we're looking for:\nWe're looking for a proactive, people-focused Office Manager to run our growing Warsaw office of 50-75 people. You'll be the person who keeps the office running smoothly every day and makes it a place people enjoy coming to: well organised, well stocked, safe and secure, and full of community. You'll work closely with HR, Finance, Operations, and our Security teams as well as site and leadership. You are someone who anticipates problems before they happen and takes initiative without waiting to be asked.\nWhat you'll do:\nKeep the office clean, stocked and ready: supplies, meeting rooms, desk allocation, seating plans and office moves as the team grows, fixing issues before they affect the team.\n\nOwn the daily lunch programme for the whole office, from menu planning, headcount and dietary requirements to vendor selection, quality control and staying within budget.\n\nManage office access, keys, badges, visitors and deliveries together with Security, following Swarmer's security and visitor procedures.\n\nManage relationships with cleaners, maintenance contractors, caterers and other suppliers: set service expectations, source and compare quotes, and work with Finance on contracts and payments.\n\nAssist the supply chain team in managing the hardware storage\n\nHandle petty cash, utilities and office bills accurately and on time, with monthly reconciliation, correct coding and early flagging of budget variances.\n\nAssist the HR team with administrative duties and other support activities on an as-needed basis.\n\nBuild a connected office culture through team lunches, celebrations and social initiatives, and help leadership run all-hands meetings, offsites and gatherings, including welcoming colleagues visiting from other Swarmer locations.\n\nDefining and implementing community-building initiatives together with HR operations.\n\nWhat we need:\n5+ years of experience managing a large office (50+ people) in office management, workplace operations or facilities.\n\nExperience in working with international teams from different cultures.\n\nHands-on experience managing vendors, budgets and petty cash.\n\nStrong organisation and attention to detail, with the ability to juggle many tasks at once.\n\nExcellent communication skills and confidence working with everyone from new joiners to leadership.\n\nDiscretion in handling confidential information.\n\nPolish and English B2 and higher.\n\nA positive, can-do attitude, genuine interest in people and community, and openness to learning new skills.\n\nWould be an advantage:\nExperience managing an office for a fast-growing tech or defense company.\n\nEvent planning experience.\n\nWorking knowledge of Polish labour law basics or HR administration.\n\nUkrainian language skills.\n\nWhat you'll get:\nA dynamic environment with a unique opportunity to directly influence and see the impact of your work.\n\nReal ownership of the Warsaw office - you shape how 50-75 people work, eat and connect every day.\n\nA close-knit team with short feedback loops, where your initiative is noticed and acted on.\n\nHow's the hiring process going:\nRecruiter Screen → Team Interview → Interview with the Hiring Manager → Offer\nPlease note that, as a leading defense tech company, we take operations security seriously and may need to perform additional background checks as part of our hiring process. We will do so in accordance with all applicable EU laws and regulations and safeguard your data in the process.\nReady to Apply?","description_format":"text","description_chars":4311,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"Ukrainian","level":"All levels","optional":false},{"language":"Polish","level":"Upper-Intermediate (B2)","optional":false},{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Military Drones","Drone AI"],"lifecycle":[{"event":"open","at":"2026-10-07T10:59:00Z"}],"visa":[],"liveness":{"score":56,"band":"ok","label":"Likely open","p_open":1,"p_active":0.751,"p_room":0.75,"age_days":20,"expected_fill_days":27,"reasons":["conf:4","win:late"],"computed_at":"2026-10-28T05:59:10Z"},"pay":null,"html_url":"https://alion.io/job/swarmer-office-manager","json_url":"https://alion.io/job/swarmer-office-manager.json","meta":{"generated_at":"2026-10-29T02:00:18Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":3078,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-30T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":687566},"rest":"https://alion.io/mcp/rest/get_company?id=687566"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fswarmer-office-manager"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fswarmer-office-manager"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fswarmer-office-manager"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/swarmer-office-manager\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fswarmer-office-manager"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":2000189}},{"tool":"search_jobs","arguments":{"company":"swarmer.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":2000189},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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