Operations Coordinator

About GroundedAI

GroundedAI builds underground intelligence software for the tunnelling and mining industries. Our two products Lithos and Strata help engineering teams capture ground condition data in the field and turn it into decisions above ground fast. We are a small early-stage team working with anchor clients on major infrastructure projects across North America. Things move quickly here and everyones work has direct impact to the companys growth.

The Role

We are hiring an Operations Coordinator to keep the business running smoothly as we scale. This is a foundational ops role: you will own administrative and operational workflows support the executive team and help build the systems that GroundedAI runs on. You will work directly with Shelby (CEO) and across the team on everything from project tracking and vendor coordination to internal communications and event logistics.

This role is for someone who is energized by ambiguity loves making things more efficient and wants to grow with an early-stage company.

What You Will Do

Operations and Systems

• Own build and maintain internal operational tools including project trackers CRM hygiene and shared documentation
• Build and improve processes that reduce manual work across the team
• Use AI tools (Claude Notion AI and others) to automate repeatable tasks and surface information quickly
• Support onboarding of new team members and contractors

Event and Project Coordination

• Coordinate logistics for conferences client visits and team offsites (some travel required)
• Manage vendor and supplier relationships
• Support cross-functional projects by tracking deadlines and keeping stakeholders aligned

Executive and Administrative Support

• Prepare meeting agendas take notes track action items and follow up on outstanding items
• Draft and proofread internal and external communications
• Manage travel and logistics for the team

What We Are Looking For

• 2 to 3 years of experience in an operations executive assistant project coordinator or similar role
• Extremely organized with a strong attention to detail and a track record of following things through
• Proactive by default: you spot problems before they surface and fix them without being asked
• Comfortable working inside AI tools and systems
• Strong written communicator who can represent the company professionally
• Adaptable and calm under pressure in a fast-paced startup environment
• Interested in growing with the company over time
• Open to occasional travel for conferences and team events (2 to 4 times per year)

Nice to Have

• Experience in a B2B SaaS or technical startup environment
• Familiarity with tools like Notion HubSpot Slack or similar
• Exposure to the mining infrastructure or engineering sectors

What We Offer

• A front-row seat to building a company from the ground up
• Direct access to the CEO and real ownership of your work from day one
• Competitive salary and equity participation
• Flexible work environment with occasional in-person collaboration
• A team that takes the work seriously and each other personally