Admin / Operations Manager

Title: Admin / Operations Manager

Location: San Francisco

Reporting Structure: This role reports to the CEO and will eventually report to a Head of Finance & Operations once that hire is made. You’ll support the entire leadership team, but the CEO in particular, working with him on a daily basis to maximize his effectiveness and ensure smooth functioning of business operations.

Company Description

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

CivilGrid is on a mission to transform how infrastructure projects are planned and delivered. We’re building the “Google Maps for the Underground”, a geospatial data platform that helps utilities, municipalities, and engineering firms plan and execute construction projects faster, safer, and with greater collaboration.

We’re looking for an Admin / Operations Manager to provide executive support, keep our operations running smoothly, and ensure our office is a welcoming and efficient place to work. This is a broad, hands-on role supporting our CEO, Josh, and the team. You’ll handle everything from calendar management and travel, to invoices, onboarding, and office logistics.

This role is ideal for someone who loves variety, thrives on organization, and takes pride in “making things happen” behind the scenes. You’ll be a trusted partner in the inner circle of the executive team, with high exposure and responsibility for day-to-day execution.

You will be responsible for:

• Executive Support (EA duties)

  • Manage Josh’s calendar, travel, and scheduling needs

  • Provide inbox management: flag important emails, clean up, ensure follow-through

  • Anticipate needs and handle day-to-day administrative tasks with discretion

• Billing & Payments

  • Process invoices and payments, ensuring accuracy and timeliness

  • Support vendor management and expense tracking

• Operations & Logistics

  • Manage mail, state registrations, and other office compliance requirements

  • Own day-to-day administrative systems: Slack, Google Workspace, and employee onboarding tools

• Office Management

  • Keep the office running smoothly: food in the fridge, furniture set up, and an inviting workspace

  • Greet guests and create a professional, welcoming environment

• People Ops Support

  • Handle onboarding and offboarding processes for new employees

  • Ensure compliance basics are met (knowing when to research or ask for guidance)

• General Administration

  • Take ownership of “small but important” tasks — filing, organizing, keeping things moving

  • Work independently and solve problems without needing constant direction

Is this you?

• 3+ years experience in administrative, executive assistant, or operations roles

• Proven ability to manage executive calendars, travel, and inboxes with discretion

• Detail-oriented with strong organizational and problem-solving skills

• Comfortable with billing, payments, and basic HR processes

• Warm, professional presence — you make people feel welcome and taken care of

• Strong communication skills and proficiency with Slack, Google Workspace, and office tools

• Autonomous, resourceful, and reliable — you get things done without a lot of hand-holding

• Thrives in a fast-paced, startup-like environment with a mix of high-level and “roll up your sleeves” work

#Perks

• Be part of the executive inner circle with high visibility and trust

• A role with real ownership across admin, operations, and office experience

• Join a dynamic, growing team where your work directly impacts the company’s success

• A culture that values ambition, humility, and execution

• Competitive salary and equity

• Health insurance

• Flexible and remote-friendly work environment

• FSA (health and dependent care)

• Unlimited PTO