Office Operations Coordinator

Job Description

Job Description

About Applied Carbon

We develop and scale groundbreaking technologies that regenerate soils and sequester atmospheric carbon by the gigaton for the betterment of people and planet.

We're a Series A climate tech company with pyrolysis systems that convert agricultural and forestry waste into biochar for carbon sequestration. We're producing carbon credits for customers like Microsoft, certified by Puro.earth. In 2026 we're deploying our systems across partner sites in North America.

The Role

The Office Operations Coordinator keeps our Houston facility running. You'll own the office and the building, and you'll own the operational work behind it: procurement, freight, accounts payable, documentation, and lab coordination.

This is a role for someone who enjoys variety and takes satisfaction in seeing things through. Our systems and processes are largely in place, so you'll be able to get productive quickly, learn how we work, and then bring your own judgment to making it better.

You'll work alongside the shop, run, lab, and engineering teams and become the person they rely on to make things happen.

We're a small company and this is a hands-on role. Ordering lunch, running to the post office, and receiving deliveries sit alongside the larger responsibilities.

What You'll Do

Office and facilities

• Own the day to day running of the office: supplies, mail, deliveries, visitors, lunches, and the general state of the place
• Be the point of contact for contractors and vendors on site
• Schedule and oversee annual and routine preventive maintenance on building systems and equipment
• Handle building issues from first report through to resolution
• Coordinate with our IT vendor on issues, equipment, and support
• Manage user accounts, software licenses, and equipment provisioning, including reclaiming licenses and access at offboarding
• Support new hire onboarding and employee offboarding: equipment setup, accounts and access, workspace
• Attend monthly safety inspections, log findings, and track corrective actions to completion with the Shop Manager
• Manage heavy equipment rentals from request through return: coordinate with vendors, inspect and document condition on arrival, track issues and service calls, and handle off-rent and pickup

Procurement and freight

• Send requests for quotes, compare pricing, and place orders
• Manage purchase requests from the shop, lab, and field teams
• Raise and manage purchase orders in QuickBooks, and match them against invoices when they arrive
• Build and manage vendor and supplier relationships, and source alternatives as our needs change
• Arrange inbound freight for equipment, parts, and materials, including flatbed, hotshot, and specialty carriers, and coordinate delivery timing with the shop and field teams
• Monitor spend for opportunities to reduce cost and avoid over-ordering
• Maintain inventory levels according to level of activity, paying special attention to specialty or long-lead time items

Accounts payable

• Enter bills into QuickBooks Online promptly and completely, matched against purchase orders and receiving records, so they sync to bill pay and payments go out on time
• Categorize expenses correctly and consistently each month
• Research and respond to vendor AR inquiries on payment status

Operational documentation

• Collect, verify, and file the documentation behind our operations, such as matching delivery tickets with invoices, NDAs, and customer and supplier agreements
• Follow up with carriers, suppliers, and vendors to make sure records are complete
• Maintain organized, current records that others can find and rely on

Receiving, lab, and order support

• Receive deliveries, verify against orders, and get material logged and put away
• Support lab operations with supply ordering, third-party sample shipments, training documentation, and keeping lab SOPs current; assist with hands-on lab work (drying, moisture checks, sample prep) during high-volume periods
• Own the biochar customer order process: obtain trucking quotes, build and send estimates in QuickBooks, schedule deliveries, prepare pickup tickets, convert estimates to invoices, and manage signed attestation documents

This is an in-office role, Monday-Friday, 8 am to 4:30 pm.

Requirements

• 3-5 years in office management, operations, procurement, or a similar hands-on coordination role
• Experience in a manufacturing or industrial environment.
• Experience with accounts payable and accounting software, QuickBooks Online preferred
• Procurement experience: sourcing vendors, requesting quotes, comparing pricing
• Experience arranging freight or working with carriers, particularly for equipment or oversized loads
• A track record of owning tasks from start through to completion
• Strong attention to detail and comfort with documentation work where accuracy matter
• Able to learn and adopt new systems and workflows quickly

Nice to have:

• Experience with ClickUp or a similar workflow management system
• Experience using AI judiciously to streamline workflow processes
• Uses Five Whys to understand problems before diagnosing
• Passion for agriculture or environment

Working Conditions

Work is performed across office, shop, and laboratory environments. The role involves regular time on the shop floor and at the receiving area, including around heavy equipment and material handling operations. The position requires the ability to lift up to 25 pounds, and to stand, walk, and move around the facility throughout the day. Appropriate PPE is required in designated areas.

Equal Employment Opportunity Statement

Applied Carbon is an equal opportunity employer. We are committed to creating an inclusive workplace and do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, gender identity or expression), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable law.

We encourage candidates from all backgrounds to apply and are committed to providing reasonable accommodations to individuals with disabilities throughout the hiring process, in accordance with applicable law.

At this time, we are unable to sponsor or assume sponsorship for employment visas. Candidates must be authorized to work in the United States without sponsorship.

Benefits

• $65,000 to $75,000 depending on experience
• Performance based bonus
• 401(k) with matching on the first 3%
• Medical, dental, and vision premiums paid in full
• Paid time off