Office Administration

AQUAAIRX AUTONOMOUS SYSTEMS; Karnataka; On-site; INR 600,000 - 900,000; Full time

Job summary

AquaAirX Autonomous Systems in Bengaluru is seeking an Office Administrator to sit at the center of the office—front desk, travel bookings, and petty cash—to keep the HQ running as smoothly as the robots.

In this role you will own front office, coordinate visa and travel for engineers, manage vendor and facility tasks, and support expense reporting in a fast-moving startup environment.

Qualifications

• 3 to 6 years of experience in Office Administration, Front Office Manager, or Travel & Admin Executive.
• Bachelor's degree in Business Administration, Commerce or a related field.
• Hands-on experience with flight booking, visas and logistics coordination.
• Strong understanding of expense reporting and petty cash management.
• Proficiency in MS Office and Google Workspace.

Responsibilities

• Front Office & Facility Management: welcome guests, manage communications, coordinate maintenance, and maintain inventory.
• Travel & Logistics: handle domestic and international travel, visa applications, forex, and vendor coordination.
• Expense & Admin Support: track expenses, manage petty cash, process invoices, and help organize meetings.

Skills

Flight booking

Visas

Logistics coordination

MS Office

Google Workspace

Expense reporting

Petty cash

Front Office

Communication

Multitasking

Organisation

Proactive

Education

Bachelor's degree in Business Administration

Tools

MS Office

Google Workspace

Job description

Location: Yelahanka, Bengaluru (on-site — the front desk doesn't work remote)

Type: Full-time

Reports to: Founders / Operations lead (short chain, straight to the people who decide)

Experience: 2 to 8 Years

First, who are we?

We're AquaAirX Autonomous Systems - a Bengaluru-based deep-tech startup building autonomous underwater and amphibious robots. Think inspection-class hovering AUVs that map dams and offshore assets (NEXOR), amphibious platforms that transition between air and water (AVATAAR), and an AI-native ocean data platform (DeepNimbus).

"Oh, and we're funded by Rainmatter (Zerodha) — so yes, the people who backed us know a thing or two about building for the long haul."

We work with defence, energy, and maritime customers on problems that genuinely matter, underwater infrastructure that nobody can see, but everybody depends on. Our founders are Forbes Asia 30 Under 30. Our robots have real deployments behind them, not just renders. The vibe is: small team, huge ambition, zero tolerance for "that's not my job." If "I kept a deep-tech HQ running without breaking a sweat" sounds like a flex you want on your bio — keep reading

The role, minus the corporate fluff

We need an Office Administrator who is equal parts front door, flight booker, and keeper of the petty cash tin. You'll sit at the centre of the office — visitors, vendors, travel, expenses — and make sure the HQ runs as smoothly as the robots do.

This is not a "sit at the desk and wait" role. This is a get-ahead-of-the-problem, own-the outcome role at a company where the engineers are too busy building robots to think about courier pickups — so that's on you

Your three big missions

1. 1. The Front Door — Front Office & Facility Management You're the first impression. No pressure. Be the first point of contact — welcome guests, clients and partners professionally. Manage inbound and outbound communications: phone calls, emails, and postal/courier services. Keep office areas well-maintained and stocked — nobody notices a tidy office, everybody notices a messy one. Coordinate facility maintenance, housekeeping and security so the lights, locks and AC just work. Coordinate with the logistics team and support them on shipments, pickups and deliveries — someone has to make sure the courier actually finds the office. Manage the pantry and office store — track stock, reorder supplies before they run out, and keep basic inventory records so nothing just "disappears."
2. 2. The Travel Whisperer — Booking & Logistics Someone has to get the engineers from the lab to the airport and back, visa intact. Handle domestic and international travel arrangements for engineering and leadership teams. Manage visa applications, documentation and forex requirements — the parts nobody enjoys but everybody needs done right. Coordinate logistics and transport vendors so nobody's ever stranded.
3. 3. The Ledger Keeper — Expense & Admin Support Anyone can spend money. You're the one who knows where it went. Track and reconcile expenses — down to the last rupee. Manage petty cash flow and logs without the end-of-month scramble. Process vendor invoices and coordinate payments on time, every time. Assist in organising events and meetings — the ones that actually start when they're supposed to.

What you bring

The hard skills:

• 3 to 6 years of experience as an Office Administrator, Front Office Manager, or Travel & Admin Executive.
• Bachelor's degree in Business Administration, Commerce or a related field.
• Hands-on experience with flight booking, visas and logistics coordination.
• Strong understanding of expense reporting and petty cash management.
• Proficiency in MS Office and Google Workspace.

The human skills (non-negotiable):

• Strong communication — you can handle a founder, a courier, and an irate vendor in the same hour without losing your cool.
• Multitasking — three things are always on fire at once, and you're the one holding the extinguisher.
• Organisation — nothing falls through the cracks on your watch, not even the small stuff.
• A proactive streak — you solve the problem before anyone has to ask you to.
• Have supported a fast-moving startup or deep-tech/engineering team before.
• Have exposure to international travel coordination and forex processes.
• Are familiar with vendor and facility management in a growing office.
• Can keep your sense of humour intact during a visa-deadline crisis.

What's in it for you

Award-winning deep-tech robotics startup at the forefront of autonomous maritime technology in India.

Dynamic, collaborative environment working alongside aerospace and robotics engineers.

Real ownership — take charge of office operations as the company scales. A small team with direct access to the founders