Office Manager

Swarmer

Lviv, Ukraine

HybridCareer-pivot friendly

Who this role is best for

Geared toward candidates with experience managing large offices and international teams, comfortable with overseeing daily operations and community-building in a fast-paced defense tech environment.

Best fit for

Candidates with a background in managing large offices and a track record of fostering community in diverse teams
— “We're looking for a proactive, people-focused Office Manager to run our growing Lviv office.”
Individuals who have experience with vendor management and budget control in a tech or defense company setting
— “Experience managing an office for a fast-growing tech or defense company.”
Professionals fluent in Ukrainian and with intermediate English skills, who can manage cross-cultural interactions effectively
— “Excellent proficiency in Ukrainian and B2 or higher proficiency in English.”

Things to consider

The role demands a high level of discretion in handling confidential information
— “Discretion in handling confidential information.”
Candidates must be prepared to manage multiple responsibilities across departments simultaneously
— “You'll work closely with HR, Finance, Operations, and our Security teams as well as site and leadership.”

How to stand out

Highlight experience in managing office expansions and daily operations for large teams
— “Keep the office stocked, clean, and ready: supplies, meeting rooms, desk allocation, seating plans, and office moves as the team grows.”
Showcase your ability to coordinate social initiatives and events that build office culture
— “Build a connected office culture through team lunches, celebrations, and social initiatives.”
Emphasize your fluency in Ukrainian and experience working with international teams
— “Experience in working with international teams from different cultures.”
Demonstrate your ability to handle financial responsibilities such as petty cash and budget reconciliation
— “Handle petty cash, utilities and office bills accurately and on time, with monthly reconciliation.”

Pace · SteadyCollaboration · HighAutonomy · MediumDecision Impact · Team

Derived from job-description analysis by Serendipath's career intelligence engine.

What success looks like

office stocking
lunch programme
office access management
vendor relationships

Typical background

office managementfacilities management

Skills & requirements

Required

Office ManagementFacilities ManagementVendor ManagementBudget ManagementOffice Culture Building

Preferred

Fast-growing Company Experience

About the role

Original posting from Swarmer via Ashby

WHY WE EXIST:
Swarmer 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.
In 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.
Working 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.
If you are motivated by building resilient systems that matter and by seeing the direct impact of your work, you’ll find purpose here.
WHO WE'RE LOOKING FOR:
We're looking for a proactive, people-focused Office Manager to run our growing Lviv office. You'll keep the office running smoothly every day and make 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.
WHAT YOU'LL DO:
Keep the office stocked, clean, and ready: supplies, meeting rooms, desk allocation, seating plans, and office moves as the team grows, fixing issues before they affect the team.
Own the daily lunch programme for the whole office, from menu planning, headcount and dietary requirements to vendor selection, quality control and staying within budget.
Manage office access, keys, badges, visitors and deliveries together with Security, following Swarmer's security and visitor procedures.
Manage relationships with cleaners, maintenance contractors, caterers and other suppliers: set service expectations, source and compare quotes, and work with Finance on contracts and payments.
Assist the supply chain team in managing the hardware storage
Handle petty cash, utilities and office bills accurately and on time, with monthly reconciliation, correct coding and early flagging of budget variances.
Assist the HR team with administrative duties and other support activities on an as-needed basis.
Build 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.
Define and implement community-building initiatives together with HR operations.
WHAT WE NEED:
5+ years of experience managing a large office (50+ people) in office management, workplace operations, or facilities.
Experience in working with international teams from different cultures.
Hands-on experience managing vendors, budgets, and petty cash.
Strong organisation and attention to detail, with the ability to juggle many tasks at once.
Excellent communication skills and confidence working with everyone from new joiners to leadership.
Discretion in handling confidential information.
Excellent proficiency in Ukrainian and B2 or higher proficiency in English.
A positive, can-do attitude, genuine interest in people and community, and openness to learning new skills.
WOULD BE AN ADVANTAGE:
Experience managing an office for a fast-growing tech or defense company.
Event planning experience.
Working knowledge of HR administration.
WHAT YOU'LL GET:
A dynamic environment with a unique opportunity to directly influence and see the impact of your work.
A close-knit team with short feedback loops, where your initiative is noticed and acted on.
A mission-driven role in a company building technology that directly supports Ukrainian and global defense capabilities.
The opportunity to work on one of the most advanced and practically tested autonomy products in the defense-tech market.
Exposure to multiple domains: hardware, autonomy, operations.
Competitive salary and a comprehensive benefits package, including medical insurance, paid sick leave, and 20 paid days off per year.
Benefits of the defense sector (military reservation, etc.).
HOW'S THE HIRING PROCESS GOING:
✔️ Recruiter Screen → ✔️ Team Interview → ✔️ Interview with the Hiring Manager → ✔️ Security Check → ✔️ Offer
Ready to Apply?

Source: Swarmer careers (Ashby)