Office Manager - Warsaw

About the role

Swarmer, a defence tech company developing autonomous drone software, is looking for a proactive, people-focused Office Manager to run its growing Warsaw office of 50 to 75 people. The role keeps the office running smoothly every day, working closely with HR, Finance, Operations and Security, and with site and leadership.

Key responsibilities

• Keep the office clean, stocked and ready: supplies, meeting rooms, desk allocation, seating plans and office moves as the team grows
• Own the daily lunch programme: menu planning, headcount, dietary requirements, vendor selection, quality control and budget
• Manage office access, keys, badges, visitors and deliveries with Security
• Manage relationships with cleaners, maintenance contractors, caterers and suppliers, including contracts and payments with Finance
• Assist the supply chain team with hardware storage
• Handle petty cash, utilities and office bills, with monthly reconciliation and early flagging of budget variances
• Support HR with administrative duties and build a connected office culture through team lunches, celebrations and social initiatives, and help run all-hands meetings and offsites

Required profile

• Experience managing a large office (50+ people)
• Experience working with international teams from different cultures
• Hands-on experience managing vendors, budgets and petty cash
• Strong organisation, attention to detail and excellent communication skills
• Polish and English B2 and higher; Ukrainian is an advantage
• Discretion with confidential information and a positive, can-do attitude

Required skills

• Advantageous: experience managing an office for a fast-growing tech or defence startup, event planning, basic knowledge of Polish labour law or HR administration

What we offer

• A dynamic environment with real ownership of the Warsaw office
• A close-knit team with short feedback loops

Hiring process: recruiter screen, team interview, interview with the hiring manager, then offer. Additional background checks may be required.