Office Manager

DOU Polska; Warszawa; On-site; PLN 120,000 - 180,000; Full time

Job summary

Swarmer is seeking an experienced Office Manager to lead our Warsaw office (50–75 people). You will keep operations running smoothly, manage vendors and budgets, and foster a connected office culture with HR and leadership.

You’ll coordinate logistics, security, and events while ensuring a safe and welcoming environment. You’ll work closely with HR, Finance, Operations, and Security to anticipate issues and take initiative, keeping the office well organized and efficient in a dynamic

Qualifications

• 5+ years of experience managing a large office (50+ people) in office management or facilities.
• Experience with international teams from different cultures.
• Hands-on experience managing vendors, budgets and petty cash.
• Strong organization and attention to detail with multiple tasks.
• Excellent communication skills with all levels from new joiners to leadership.
• Discretion handling confidential information.
• Polish and English at B2 level or higher.

Responsibilities

• Keep the office clean, stocked and ready; manage spaces, seating plans and moves.
• Own the daily lunch programme including planning, vendors and budgeting.
• Manage office access, keys, badges, visitors and deliveries with Security.
• Manage relationships with cleaners, contractors, caterers and suppliers; source quotes and coordinate payments.
• Assist supply chain in hardware storage and related tasks.
• Handle petty cash, utilities and office bills with monthly reconciliation.
• Support HR with administrative duties and events; foster community through lunches and social activities.
• Help leadership run all-hands, offsites and gatherings and welcome visitors from other locations.
• Define and implement community-building initiatives with HR operations.

Skills

Office management

Vendor management

Budget management

Communication

Organization

Job description

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.