Office Manager / Back Office Coordinator
About The Position
SwarmInt LLC is a defense AI company based in Arlington, VA specializing in computer vision, autonomous drone swarms, and edge AI for U.S. Special Operations Command (SOCOM) and the Air Force. We are a small, fast-moving team doing mission-critical work — everyone carries weight and every hire matters. SwarmInt is building autonomous systems for the U.S. military and we're growing fast. We need someone to own the financial and operational backbone of the company — this is not a support role. You will have full ownership over our books, financial reporting, and internal operations, and you will be the person leadership relies on to keep everything running. This is a full-time position reporting directly to the CEO. You will work closely with the entire leadership team, have real visibility into company operations, and build the systems we scale on. If you take ownership seriously and want to be part of something genuinely important, this role is for you.
Requirements
- 3+ years in office management, business administration, bookkeeping, or a similar operations role
- Hands-on experience with financial reporting, AP/AR, and general ledger management
- Proficient in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
- Highly organized and detail-oriented
- Excellent written and verbal communication; discreet with sensitive company information
Nice To Haves
- Experience in a government contracting, defense, or technology company
- Familiarity with Deltek, Ramp, or GovCon timecard and labor charging processes
- DCAA compliance exposure a plus
- Ability to obtain a U.S. Secret clearance if required
Responsibilities
- Prepare and distribute monthly financial statements and operational reports for leadership, board, and parent company
- Own accounts payable and receivable — monitor balances, coordinate vendor payments, and ensure timely collections
- Maintain the general ledger and support month-end close in coordination with leadership and external accountants
- Track project-level financials; ensure labor charges and expenses are accurately recorded against contract charge codes
- Reconcile company expenses through Ramp; maintain organized documentation for all transactions
- Manage purchase orders and procurement — track orders, manage vendors, and maintain records
- Collect and submit weekly timecards for staff and contractors; ensure accuracy against charge codes
- Book and coordinate company travel; track expenses against government per diem rates where applicable
- Support new hire onboarding logistics and own executive calendaring across the leadership team
- Maintain organized filing systems across Google Workspace for contracts, HR, and financial records
- Assist with board materials, leadership meeting prep, and ad hoc projects as directed by the CEO
Benefits
- $90,000–$100,000 base salary with annual performance bonus
- Health, dental, and vision benefits
- Real ownership and visibility in a fast-scaling defense AI company
- Mission-driven work supporting U.S. military operations
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
