Role Summary

The Administration Assistant will support the smooth day-to-day functioning of Starling Aviation Academy in Gurgaon. The role coordinates office administration, travel arrangements, vendor procurement and service delivery, facilities, records, and employee support, working closely with the Head - HR and internal stakeholders.

Key responsibilities

- Manage routine office administration, including supplies, stationery, pantry and housekeeping coordination, access requests, and upkeep of common areas.
- Coordinate facility maintenance, repairs, utilities, courier, printing, and other office services; track requests through to closure.
- Maintain organised physical and digital records, registers, contact lists, and administrative trackers, with appropriate confidentiality.
- Arrange domestic and, where required, international travel, including flight and rail bookings, accommodation, local transport, and itinerary details.
- Coordinate travel requirements for employees, trainers, visitors, and other authorised stakeholders; share timely confirmations and support changes or disruptions.
- Maintain booking records and supporting documents and coordinate travel bills and expense documentation for processing.
- Source vendors and obtain quotations for routine goods and services; prepare comparisons and recommendations for review and approval.
- Coordinate purchase requests, purchase orders or other approved documentation, delivery schedules, service appointments, and invoice submission.
- Maintain vendor records and monitor service quality, turnaround times, renewals, and pending issues; escalate delays or disputes.




- Provide administrative assistance for onboarding logistics, meeting and training arrangements, employee requests, and office communications as assigned.
- Welcome and coordinate visitors, candidates, vendors, and other guests, including meeting room and access arrangements.
- Support internal events, meetings, and academy activities with venue, materials, refreshments, transport, and other logistics.
- Keep accurate logs for assets, inventory, bookings, procurement, maintenance, and expenses; reconcile records and flag discrepancies.
- Follow the Academy’s approval, expense, purchasing, safety, and information-handling procedures; protect confidential employee and business information.
- Provide periodic updates to the Head - HR on open requests, planned expenditure, vendor performance, and recurring administrative needs.
- Coordinate with Finance and other teams to ensure complete documentation and timely processing of invoices, reimbursements, and payments.

Qualifications and experience

- Graduate degree or equivalent practical experience; a diploma or coursework in administration, operations, or a related area is an advantage.
- Approximately 1-3 years of experience in office administration, facilities, travel coordination, procurement support, or a similar role. Candidates with strong relevant experience may also be considered.
- Comfortable using email, calendars, spreadsheets, document tools, and online travel or procurement platforms.
- Good written and spoken communication in English and Hindi; explicit documentation and follow-up skills.

Pay: ₹22,000.00 per month

Work Location: In person

📌 Administration Assistant (Gurugram)
🏢 Starlingwings Aviation Academy
📍 Gurugram