Office Manager

Swarmer
Warsaw, Poland
On-site

Who this role is best for

Geared toward candidates with experience managing large offices and a background in international team collaboration, comfortable with overseeing daily operations and community-building initiatives in a defense tech setting.

Best fit for

  • Candidates with a track record in managing large offices and fostering community in high-pressure environments
    — “run our growing Warsaw office of 50–75 people”
  • Professionals with strong cross-functional collaboration experience, especially with HR, Finance, and leadership
    — “work closely with Finance, Operations, Physical Security, HR and leadership”

Things to consider

  • The role involves direct responsibility for office culture and daily operations, with limited focus on strategic planning
    — “you'll be the person who keeps the office running smoothly every day”
  • Candidates must be fluent in both Polish and English, which is a strict requirement for the position
    — “Fluent Polish and English”

How to stand out

  • Highlight your experience in managing vendor relationships and daily logistical operations
    — “Manage relationships with cleaners, maintenance contractors, caterers and other suppliers”
  • Showcase your ability to build and maintain office culture through team events and social initiatives
    — “Build a connected office culture through team lunches, celebrations and social initiatives”
  • Emphasize your hands-on approach to office management and budget oversight
    — “Handle petty cash, utilities and office bills accurately and on time”
  • Demonstrate your ability to work with international teams and adapt to cross-cultural settings
    — “Experience in working with international teams from different cultures”
Pace · SteadyCollaboration · HighAutonomy · MediumDecision Impact · Team

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

What success looks like

  • Own the daily lunch programme
  • Keep the office clean, stocked and ready
  • Manage office access, keys, badges, visitors and deliveries
  • Assist the supply chain team in managing the hardware storage
  • Handle petty cash, utilities and office bills accurately and on time
Typical background
5+ years of experience managing a large officeExperience in working with international teams from different culturesHands-on experience managing vendors, budgets and petty cash

Skills & requirements

Required

Office ManagementVendor ManagementBudget ManagementAdministrative DutiesCommunity Building

Preferred

Experience Managing An Office For Fast-growing Tech Or Defense Company

Stack & domain

Office ManagementWorkplace OperationsFacilities ManagementVendor ManagementBudget ManagementPetty Cash ManagementOffice SuppliesOffice MovesOffice SecurityOffice CultureTeam LunchesCelebrationsSocial InitiativesAll-hands MeetingsOffsitesGatheringsCommunity-building InitiativesCommunicationTeamworkProblem-solvingInitiativeAttention To DetailDiscretionLeadershipFacilitiesHR Operations

About the role

Original posting from Swarmer via Ashby

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.

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 being a part of 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 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.

What you'll do:

  • Keep 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.
  • 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.
  • Defining and implementing 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.
  • Polish and English B2 and higher.
  • 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 Polish labour law basics or HR administration.
  • Ukrainian language skills.

What you'll get:

  • A dynamic environment with a unique opportunity to directly influence and see the impact of your work.
  • Real ownership of the Warsaw office – you shape how 50–75 people work, eat and connect every day.
  • A close-knit team with short feedback loops, where your initiative is noticed and acted on.

How's the hiring process going:

✔️Recruiter Screen → ✔️Team Interview → ✔️Interview with the Hiring Manager → ✔️Offer

Please 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.

Ready to Apply?

Source: Swarmer careers (Ashby)

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