Engineering Administrator, Aircraft

Swarm Aero; United States; On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Equity

Medical, dental, vision & 401k

PTO & sick leave

Wellness stipend

Office lunch

Paid parental leave

Job summary

Swarm Aero is seeking an Engineering Administrator to organize calendars, records, and procurement for the Vehicle engineering team in Oxnard, CA. You’ll ensure the right people, agenda, and materials are ready for design reviews and meetings, enabling engineers to stay focused on engineering work.

You will own the data, schedules, and supplier coordination, tracking items end-to-end and generating reliable status updates for leadership.

Qualifications

• 3+ years in an administrative, coordinator, or program support role in a technical environment.
• Track record of managing competing priorities and deadlines without dropping details.
• Strong written and verbal communication skills and good judgment on updates.
• Comfort working independently; no daily handholding.
• Discretion with sensitive/confidential information; experience with purchasing/ERP is a plus.

Responsibilities

• Organize and maintain project files, engineering records, and documentation for easy access.
• Track action items, approvals, and follow-ups from design reviews and meetings.
• Enter and maintain information in internal systems and shared databases.
• Prepare and format documents, spreadsheets, and presentations for leadership.

Skills

Administrative experience

Prioritization

Communication skills

Independence

Google Workspace

Microsoft Office

Discretion

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

• Create and track 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.
• Support engineers on the administrative side of vendor and supplier coordination.

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.

What We Offer

• Meaningful equity in a high-growth defense technology company
• Competitive base salary commensurate with experience
• Medical, dental, vision, and 401k
• PTO and paid sick leave
• Monthly wellness stipend
• Daily catered lunch (office)
• Paid parental leave
• Direct impact on a critical national security mission
• A world-class team of engineers and operators solving genuinely hard problems