Workplace Associate

Who we are at Osmo:

Osmo is a digital olfaction company, on a mission to give computers a sense of smell to improve the health and wellbeing of human life. Why? Our sense of smell both enriches and saves lives, and has a deep and direct connection to our emotions and memory.

Olfactory Intelligence has applications across industries including fragrance, manufacturing, security, medicine, and more. We believe in the power of automation and thoughtfully applied AI/ML to solve problems beyond the reach of human intuition alone. Osmo is headquartered in New York, NY, with a new facility in New Jersey, and offices in Somerville, MA.

Osmo is seeking a proactive, detail-oriented Workplace Associate to own day-to-day workplace operations for our New Jersey site. This role ensures a smooth, welcoming, and well-run office environment that supports productivity, collaboration, and employee experience. You will serve as the primary point of contact for office operations, facilities coordination, vendor management, and onsite logistics. This is an ideal opportunity for someone who thrives in fast-paced environments, anticipates needs before they arise, and takes pride in operational excellence.

Key Responsibilities:

Workplace Operations & Vendor Management

• Own daily office operations and ensure a clean, organized, and fully functional workplace

• Maintain common areas, conference rooms, and kitchen spaces to high standards

• Monitor and restock office, pantry, and supply inventory; manage ordering within budget

• Accept, sort, and distribute mail and deliveries

• Manage guest registration and ensure a welcoming office experience

• Serve as primary liaison with building management for cleaning, maintenance requests, and office-related needs

• Support office safety compliance (emergency procedures, postings, drills coordination)

• Own inventory tracking and replenishment for pantry and kitchen supplies, office supplies, swag and branded materials, and onboarding kits and new hire equipment (non-IT)

• Track monthly spend against budget and identify opportunities for cost savings

• Coordinate in-office meals

• Partner with Manufacturing Facilities Manager to ensure full coverage of Elizabeth site

Employee Experience & Culture

• Support People team with employee engagement initiatives and culture programming

• Assist with planning and executing company events, onsite meetings, and offsites

• Act as a steward of company culture and help maintain a positive office atmosphere

• Track employee milestones (birthdays, work anniversaries, life events) and proactively coordinate thoughtful, inclusive recognition moments throughout the year in partnership with People Ops and managers

Meetings & Event Logistics

• Coordinate onsite meeting logistics including catering, room setup, and A/V support

• Manage conference room scheduling systems and resolve conflicts

• Support company offsite logistics (venue coordination, catering, etc.)

• Support the Executive Team with light administrative tasks as needed

• Track office expenses and assist with budget reconciliation

Qualifications:

• 3+ years of experience in office administration, workplace operations, or a similar role

• Strong organizational skills with attention to detail

• Ability to manage multiple priorities independently

• Comfortable in a fast-paced, high-growth environment

• Proactive problem solver with a strong ownership mindset

• Tech-comfortable (Google Workspace, Slack, calendar systems)

Salary: $77k-$79k

If this role inspires you we’d encourage you to apply. We are committed to recruiting, developing, and retaining an incredible team optimized for a diversity of thought, background, and approaches.

For all Full-Time Employees, compensation is just one component of Osmo’s total rewards approach, which is designed to support the well-being, growth, and long-term success of our team members. Depending on the role, this may include base salary or contract-based pay, along with access to health, dental, and vision coverage; a 401(k) retirement savings plan with company match; flexible paid time off and company holidays; and equity or incentive compensation for eligible roles. Actual compensation will vary based on factors such as experience, skills, location, internal equity, and other relevant business considerations. Osmo regularly reviews pay ranges and compensation structures to ensure they remain competitive, equitable, and aligned with current market data. All employment decisions and responsibilities are determined based on current ability and your ability to grow, without regard to race, color, gender identity, sex, sexual orientation, religion, age, marital status, physical, mental, or sensory disability, or any other characteristic protected by applicable law.

Recruitment & Staffing Agencies: Osmo does not accept unsolicited resumes from any source other than candidates. The submission of unsolicited resumes by recruitment or staffing agencies to Osmo or its employees is strictly prohibited unless contacted directly by the Osmo Talent Acquisition team. Any resume submitted by an agency in the absence of a signed agreement will automatically become the property of Osmo and Osmo will not owe any referral or other fees with respect thereto.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire