Office Operations Coordinator

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.

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 Quick Books, 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 Quick Books 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…