Office & Admin Coordinator

About CivilGrid

CivilGrid is a venture-backed SaaS construction tech company building the "Google Maps for the Underground." Come help us disrupt a $4.7T US industry segment that desperately needs innovation. This opportunity has tremendous upside as it scales.

CivilGrid aggregates public and proprietary utility, geotechnical, environmental, and jurisdictional data. The consolidated information is sold via our collaborative SaaS mapping platform to engineers and developers who need it to make early-stage decisions on real estate and infrastructure projects. Real time data access reduces labor and project delays, accelerates decision making and reduces project risk. Collaborative features ensure faster information flow and decisioning inside and outside the organization and better project insight retention over time.

Responsibilities

We are looking for an Office & Admin Coordinator to support day-to-day administrative and office operations, helping ensure our San Francisco office runs smoothly. This role reports directly to the Operations Manager and provides support across scheduling, logistics, and general administrative needs, including coordination support for the CEO. You will also serve as the first point of contact for guests, creating a welcoming and professional office experience.

This is a hands-on, entry-level role with the opportunity to build strong foundational skills across office operations and administrative support. It is ideal for someone who is highly organized, proactive, and takes pride in creating a seamless experience for others.

You Will Be Responsible For

Administrative Support

• Manage CEO scheduling, including calendar management, travel coordination, and meeting logistics

• Act as an operational resource for remote offices, providing support across scheduling, supply ordering and shipping, and general logistics as needed

• Handle light accounts payable tasks for the Data Research team

• Provide ad hoc administrative support across the team

Office Management

• Support the day-to-day operations of the San Francisco office, including supplies, snacks, equipment, and vendor coordination

• Coordinate with building management, service providers, and office visitors

• Own the logistics for team lunches, all-hands meetings, and visiting guests

• Sort and distribute mail and packages

• Order, organize, and maintain company swag inventory and coordinate shipments to new hires

• Maintain a clean, organized, and welcoming office environment

• Serve as the primary point of contact for additional tenants sharing our office space

What We Are Looking For

• 1 to 3 years of experience in an office, admin, operations, or coordinator role

• Highly organized with strong attention to detail and the ability to manage multiple priorities at once

• A proactive, can-do attitude — you notice what needs to be done and do it without being asked

• Ability to prioritize and adapt quickly as needs shift in a growing startup environment

• Strong written and verbal communication skills

• Comfortable working in a fast-paced, ever-changing startup environment

• Warm, personable, and enthusiastic about creating a great experience for the people around you

• Proficiency in Google Workspace and comfort learning new tools (e.g., Slack, expense or HR systems)

• Familiarity with AI tools and a desire to develop those skills as we actively integrate them into how we work

• Experience supporting executives or senior leadership

• Operates with appropriate discretion and confidentiality in supporting executives

• Interest in infrastructure, construction, or climate tech

• Comfortable with hands-on tasks (e.g., setting up spaces, managing deliveries, light lifting)

What We Offer

• Competitive salary and equity

• Health insurance and FSA (health and dependent care)

• Flexible PTO

• A culture that values ambition, humility, and execution

• The opportunity to grow into broader operations or people roles as the company scales