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Office Manager / Back Office Coordinator

Swarmint LLC

Arlington, VA(remote)

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Accounting, Accounting Close, Accounts Payable, Accounts Receivable, Aerospace and Defense, Artificial Intelligence (AI), Bookkeeping, Business Administration, Calendar Management, Computer Vision, Defense Contract Audit Agency (DCAA), Deltek Accounting Software, Detail Oriented, Documentation, Expense Tracking, Financial Operations, Financial Reporting, Financial Statements, General Ledger Accounting, Google Apps, Government, Government Contracts, Leadership, Logistics, Military Operations, Office Management, Onboarding, Organizational Skills, Presentation/Verbal Skills, Project Tracking, Purchase Orders, Purchasing/Procurement, Reconciliation, Record Keeping, Secret Clearance, Systems Maintenance, Time Management, Travel Industry, Travel Planning, United States Military, Unmanned Aircraft Systems (UAS), Vendor/Supplier Management, Writing Skills
LOCATION
Arlington, VA
POSTED
Today
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 preferred
About 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

Required
  • 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, detail-oriented, and comfortable working independently in a remote environment
  • Excellent written and verbal communication; discreet with sensitive company information

Preferred
  • 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
 
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.

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Swarmint LLC

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