Office Operations Coordinator
About The Position
Applied Carbon develops and scales groundbreaking technologies that regenerate soils and sequester atmospheric carbon by the gigaton for the betterment of people and planet. They are a Series A climate tech company with pyrolysis systems that convert agricultural and forestry waste into biochar for carbon sequestration. They are producing carbon credits for customers like Microsoft, certified by Puro.earth. In 2026 they are deploying their systems across partner sites in North America. The Office Operations Coordinator keeps their Houston facility running. This role will own the office and the building, and 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. The systems and processes are largely in place, so the candidate will be able to get productive quickly, learn how the company works, and then bring their own judgment to making it better. The coordinator will work alongside the shop, run, lab, and engineering teams and become the person they rely on to make things happen. This is a hands-on role, with tasks ranging from ordering lunch and running to the post office to receiving deliveries, alongside larger responsibilities.
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 Haves
- 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
Responsibilities
- 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
- 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
- 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
- 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
- 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
Benefits
- Performance based bonus
- 401(k) with matching on the first 3%
- Medical, dental, and vision premiums paid in full
- Paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
