Office Manager / Back Office Coordinator
SwarmInt LLC
Job Requisition — Office Manager / Back Office Coordinator
Position: Office Manager / Back Office Coordinator
Location: Remote (U.S.-based)
Reports To: Chief Executive Officer (CEO)
Employment Type: Full-Time
Compensation: $90,000 – $100,000 base salary, commensurate with experience
Clearance: Not required; ability to obtain Secret preferredAbout SwarmInt
SwarmInt LLC is a defense AI company based in Arlington, VA specializing in computer vision, autonomous drone swarms, and edge AI. We are a small, fast-moving team doing mission-critical work
Role Overview
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 fully remote, 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.
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
Qualifications
Required3+ 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, detail-oriented, and comfortable working independently in a remote environment
Excellent written and verbal communication; discreet with sensitive company information
PreferredExperience 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
What We Offer
$90,000–$100,000 base salary with annual performance bonus
Fully remote
Health, dental, and vision benefits
Real ownership and visibility in a fast-scaling defense AI company
Mission-driven work supporting U.S. military operations
SwarmInt LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.
Apply To This Job
Job Requisition — Office Manager / Back Office Coordinator
Position: Office Manager / Back Office Coordinator
Location: Remote (U.S.-based)
Reports To: Chief Executive Officer (CEO)
Employment Type: Full-Time
Compensation: $90,000 – $100,000 base salary, commensurate with experience
Clearance: Not required; ability to obtain Secret preferredAbout SwarmInt
SwarmInt LLC is a defense AI company based in Arlington, VA specializing in computer vision, autonomous drone swarms, and edge AI. We are a small, fast-moving team doing mission-critical work
Role Overview
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 fully remote, 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.
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
Qualifications
Required3+ 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, detail-oriented, and comfortable working independently in a remote environment
Excellent written and verbal communication; discreet with sensitive company information
PreferredExperience 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
What We Offer
$90,000–$100,000 base salary with annual performance bonus
Fully remote
Health, dental, and vision benefits
Real ownership and visibility in a fast-scaling defense AI company
Mission-driven work supporting U.S. military operations
SwarmInt LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.
Apply To This Job