Office Manager

CivilGrid is the trusted civil design platform powering affordable infrastructure renewal and growth. We give utilities, civil engineers, and municipalities a single, collaborative source of truth for what's underground so teams can plan, design, and build faster, smarter, and safer.

Our platform consolidates utility records, geotechnical and environmental data, paving moratoriums, and jurisdictional requirements directly from 3,000+ utilities, agencies, and municipalities with full chain-of-custody documentation. Teams at PG&E, Mark Thomas, and dozens of leading engineering firms use CivilGrid to cut research time by up to 88%, reduce project costs, prevent dig-ins, and accelerate delivery on the projects that keep communities running.

We're a venture-backed Series A startup tackling a $4.7T US infrastructure market that has been underserved by software for decades. Founded by industry insiders, each with 10+ years in utilities and civil engineering, we move fast, ship work that matters, and stay close to the customers and field teams we build for.

We are looking for an Office Manager to support day-to-day administrative work and operations, helping ensure our San Francisco office runs smoothly. This role reports directly to the Operations Manager and provides support across logistics and general administrative needs for the office, as well as limited coordination support for the CEO. You will also serve as the first point of contact for guests (including candidates coming in for interviews), 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.

In this role you will Report to the Head of Operations. It is an onsite role based from our San Francisco HQ. If hired, you will be expected to work from the SF office 5 days a week.

Office Management

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

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  Coordinate with building management, service providers, and office visitors

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

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  Sort and distribute mail and packages

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

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  Maintain a clean, organized, and welcoming office environment

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

Administrative Support

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

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  Handle light accounts payable tasks for the Data Research team

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  Some CEO scheduling, including calendar management, travel coordination, and meeting logistics

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  Provide ad hoc administrative support across the team

• 1-3 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

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

• Experience supporting executives or senior leadership

• Operates with appropriate discretion and confidentiality in supporting executives

• Interest in infrastructure, construction, or climate tech

We're a small, but rapidly growing team that ships. Expect direct feedback, real ownership from day one, and proximity to customers — huge utilities, public agencies, and engineering firms whose work depends on what we build. We default to in-person collaboration where it matters and remote-friendly flexibility otherwise. We hire people who care deeply about their craft and the communities our customers serve.