Engineering Administrator, Aircraft

Swarm Aero

Oxnard (CA)

On-site

USD 70,000 - 95,000

Full time

7 days ago

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Benefits offered by this job

Equity

Competitive base salary

Medical, dental, vision, 401k

PTO & sick leave

Wellness stipend

Lunch provided

Parental leave

Impact on national security mission

Job summary

Swarm Aero is seeking an Engineering Administrator to organize calendars, records, purchasing, and reporting for the Vehicle engineering team in Oxnard, CA. You will ensure the right people, materials, and agendas are in the room for design reviews and milestones.

You do not need an engineering background, but you should create order where there was none and anticipate next needs. Expect a fast-paced, on-site role supporting a leading defense technology program.

Qualifications

3+ years in administrative, coordinator, or program support roles in tech or hardware environments.
Proven ability to manage competing priorities and deadlines with attention to detail.
Excellent written and verbal communication; know who to update and when.
Comfort working independently without daily handholding.
Experience with purchasing or ERP systems is a plus.

Responsibilities

Organize and maintain project files, engineering records, and documentation for easy retrieval.
Track action items, approvals, and follow-ups from design reviews to closure.
Enter and maintain information in internal systems and shared databases.
Prepare documents, spreadsheets, and presentations for leadership.
Coordinate calendars, meetings, travel, and logistics for engineering staff.

Skills

3+ years admin experience

Strong communication

Prioritization & multi-tasking

Independent worker

Discretion with confidential info

ERP/purchasing experience a plus

Tools

Google Workspace

Microsoft Office

Job description

Swarm Aero is redefining air power, building the largest swarming UAV and the most versatile swarming aircraft network in the world. The company is moving quickly to launch the first aircraft designed specifically for swarming, as well as the Command & Control software to mobilize swarms of thousands of heterogeneous autonomous assets and empower human operators to achieve superhuman results.

The team has created and exited multiple startups, negotiated defense deals worth billions of dollars, and designed and built 30+ novel aircraft, with aerospace experience from Scaled Composites, Airbus, Archer Aviation, Blue Origin, and Boom Supersonic.

About the role

The Aircraft team is moving fast enough that the work of keeping it organized has become a job of its own. We are hiring an Engineering Administrator to take that on, working directly with our Chief Engineer and our Director of Program Management.

You will own the connective tissue: calendars and meetings, records and documentation, purchase requisitions and incoming parts, recurring reports, and the dozens of small things that otherwise pull engineers away from engineering. When a long lead part is late, you are the person who knows. When a design review is scheduled, you are the reason the right people, agenda, and materials are in the room.

You do not need an engineering background. You do need to be the kind of person who builds order where there was none, and who sees the next thing coming before anyone asks.

What you will do

Program and document support

Organize and maintain project files, engineering records, and documentation so the team can find what it needs without asking.
Track action items, approvals, and follow-ups from design reviews and team meetings through to closure.
Enter and maintain information in our internal systems and shared databases.
Prepare and format documents, spreadsheets, and presentations for the Chief Engineer and Director of Program Management.

Scheduling and coordination

Manage calendars and coordinate meetings for the Chief Engineer and the Vehicle engineering staff.
Run meeting logistics end to end: agendas, participants, prep materials, notes, and follow-ups.
Arrange travel and logistics for engineering staff, including test site and supplier visits.
Coordinate visitors, onsite activities, and team events.

Purchasing and inventory

Submit purchase requisitions and purchase orders for engineering hardware, tooling, and test equipment.
Monitor deliveries and outstanding orders, and flag long lead items before they become schedule problems.
Maintain inventory records and coordinate receipt of materials and equipment.

Reporting and communication

Pull information from multiple sources into recurring status reports and program updates.
Track deadlines and action items across the team and communicate where things stand.
Serve as the administrative point of contact for the Vehicle engineering team, routing questions and requests to the right people.
Gather information from other departments as programs require.

Making us better

Spot the administrative gaps and build simple, durable ways to close them.
Take ownership of the miscellaneous projects that make the engineering team run better.

What we are looking for

3+ years in an administrative, coordinator, or program support role, ideally in a hardware, manufacturing, aerospace, or otherwise technical environment.
A track record of managing competing priorities and deadlines without dropping details.
Strong written and verbal communication skills, and the judgment to know which updates need to travel and to whom.
Comfort working independently. In a company at our stage, nobody will hand you a list every morning.
Proficiency with Google Workspace or Microsoft Office. Comfort learning new internal tools quickly.
Discretion with sensitive and confidential information.
Experience with purchasing, procurement systems, or ERP tools is a plus.

What the first 90 days look like

You know the Vehicle team, what each person is working on, and who to go to for what.
The Chief Engineer's calendar and the team's recurring meetings run without anyone thinking about them.
Open purchase orders and incoming deliveries are tracked in one place that everyone trusts.
You have found at least one thing that was quietly costing the team time, and fixed it.

Additional information

This role is on-site in Oxnard, CA

ITAR requirement

To conform to U.S. Government export regulations, applicant must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.

Swarm Aero is an equal opportunity employer. We value diverse backgrounds and experiences and make employment decisions without regard to race, religion, national origin, gender, sexual orientation, age, veteran status, or disability.
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