Office Manager (English version)

About Averna

Averna is recognized as a worldwide test & quality engineering leader, delivering innovative, end-to-end solutions across industries such as EV, automotive, aerospace, consumer electronics, life sciences, medical devices, power and energy. Our multidisciplinary team includes more than 1,100 experts across 11 countries. As our COO says, “At Averna, innovation is not optional – it’s part of our DNA.” 

In January 2026, Averna and Spherea joined forces to create the Spherea‑Averna group, expanding our global footprint and strengthening our expertise. 

Position Summary 

The Office Manager plays a key role in ensuring the smooth day-to-day operations of the Montreal office. As the first point of contact for employees, clients, and visitors, this role combines front office reception, administrative coordination, and facilities support. The Office Manager partners closely with internal teams (HR, Finance, and leadership) to create an efficient, welcoming, and well-organized workplace while maintaining high standards of professionalism, discretion, and service. 

Reception & Office Administration 

• Serve as the first point of contact by welcoming visitors and professionally managing and directing incoming calls. 
• Manage general office communications, mail and reception inboxes 
• Perform administrative tasks and manage office supplies, shipping, and courier coordination. 
• Oversee and coordinate office administrative procedures; review, evaluate, and implement improvements as needed. 
• Prioritize tasks, meet deadlines, and ensure procedures are followed. 

Administrative, budget, and event coordination 

• Lead the planning and coordination of office and company social events (i.e. Holiday party, team events, internal activities) 
• Manage and monitor administrative and social budgets (Montreal office expenses, Social Committee, etc.) 
• Compile data and prepare periodic and ad hoc reports, manuals, and contribute to the continuous improvement of office processes. 

Finance Support, Timesheets & Reconciliation 

• Ensure the tracking of timesheets and expense reports and verify the accuracy of information in internal systems. 
• Perform the reconciliation of certain administrative data (leave balances, corporate credit cards, expenses, etc.). 
• Provide administrative support to the Finance team as required. 

Meetings, logistics and facilities 

• Manage boardroom bookings and coordinate logistics for internal and external meetings 
• Organize catering services and prepare meeting rooms set up as needed 
• Liaise with building management for office repairs, maintenance, safety, and facility asset tracking (furniture, keys, etc.) 
• Supervise the supply of office and kitchen supplies 
• Ensure the proper functioning of facilities and workspaces. 

Employee Management 

• Provide day-to-day coordination and task prioritization for the Maintenance Clerk 
• Ensure that maintenance tasks are carried out in accordance with operational needs. 

The ideal candidate in a few words

Education 

• College diploma or high school diploma with relevant experience 

Experience & Knowledge 

• Minimum 2 years of experience in office administration or a similar role 

• Excellent verbal and written communication in both French and English 

• Proficiency in Microsoft Office Suite (Excel required) 

• Experience with D365 is an asset 

Skills & Competencies 

• Strong organizational skills and ability to manage multiple priorities across diverse teams and departments 

• High level of professionalism, discretion and attention to detail in all tasks 

• Excellent interpersonal and communication abilities, with ease interacting across all organizational levels 

• Ability to remain calm and effective in a fast-paced environment 

• Proactive, positive, and solution-oriented mindset enabling efficient handling of complex situations. 

What's in it for YOU 

• Play a key role in keeping our Montreal office running at its best. 
• Work in a dynamic, results-driven culture that rewards initiative and innovation  
• A multinational high-tech work environment #LI-Onsite 
• Competitive benefits package 
• An additional day off for your birthday  
• Significant discount on your Montreal transit pass 
• Flex days paid between Christmas and New year’s  
• Be part of a company that puts ESG at the heart of its mission, for people, planet, and performance 

Averna is committed to employment equity and to encouraging diversity and inclusion. We are pleased to consider all qualified applicants for employment, regardless of race, color, religion, sexual orientation, gender, national origin, age, disability, or any other legally protected status.