PharmaQuant is looking for an Operations Executive to join our team based out of Dublin, Ireland. We are a fast-growing healthcare consultancy firm respected globally for quality and innovation. Our research enables pharmaceutical companies to successfully launch innovative medicines.The Operations Executive is the operational and administrative backbone of our Dublin office. This role blends day-to-day office management with hands-on finance and HR support, making it an excellent opportunity for a detail-driven professional looking to broaden their skill set across operations in a fast-paced consulting environment.
Duties & Responsibilities
This includes, but is not limited to:
Office Management & Operations
- Manage the daily operations of the office, including supplies, equipment, and facility requirements
- Ensure a well-organised and efficient workspace, coordinating with relevant teams for office setup and upkeep
- Liaise with vendors, building management, and service providers to maintain smooth office functioning
- Maintain and enforce office policies and procedures
- Coordinate logistics for internal meetings, small events, and company gatherings
Administrative Support
- Provide end-to-end administrative support including scheduling, documentation, and general clerical responsibilities
- Manage incoming calls, emails, and correspondence, responding to queries with professionalism and timeliness
- Draft and prepare reports, presentations, and official correspondence
Finance & Accounts Support
- Assist with processing accounts payable and receivable, including raising purchase orders and tracking invoice approvals
- Support the monthly expense reconciliation process — collating receipts, verifying coding, and flagging discrepancies
- Liaise with the bookkeeper and external accountants to ensure timely submission of financial documents
- Maintain accurate records of vendor contracts, payment terms, and subscriptions for finance review
- Assist in monitoring the office operational budget — tracking spend against budget lines and reporting variances
- Support VAT-related administration including collating documentation ahead of return deadlines
- Process employee expense claims in line with company policy and coordinate reimbursements
- Assist with payroll-related administrative tasks, such as collating timesheets and supporting payroll inputs
- Maintain organised finance filing systems (digital and physical) to support audit readiness
Networking & Communication
- Serve as a point of contact for external partners, vendors, and visitors
- Support engagement with local business networks, external events, and community interactions
- Assist in coordinating internal and external networking activities
Operations Support
- Monitor routine operational processes to ensure efficiency and flag areas for improvement
- Maintain records of office inventories, subscriptions, and vendor/service contracts
- Support the project management team to maintain project plans and timelines for efficient execution
- Coordinate with external vendors, academic partners, and research organisations as required by the project team
- Maintain project documentation and ensure data integrity in accordance with company policies
- Develop and maintain a system for coordinating with copy editors and tracking deliverables
Requirements
Qualifications
- A degree or qualification in Business Administration, Operations Management, Finance, or a related field is preferred but not essential
Experience
- Minimum 1 year of experience in an administrative, operations, or finance support role
- Exposure to basic bookkeeping, accounts administration, or financial record-keeping is desirable
- Experience with data management and reporting is an advantage
- Knowledge of business operations, procurement, or supply chain processes is a plus
Skills
- Excellent written and verbal communication skills
- Strong time-management skills and an ability to organise and coordinate multiple concurrent tasks
- Proficiency with office productivity tools (MS Office / Google Workspace) and an aptitude for learning new systems
- Comfortable working with financial data; familiarity with accounting software (e.g. Xero, Sage, or QuickBooks) is an advantage
- High attention to detail, especially when handling financial documents and records
- Flexible team player, willing to adapt to change and unafraid of new challenges
- Ability to maintain confidentiality of information related to the company and its employees
Benefits
PharmaQuant offers a competitive salary and benefits package, in line with your experience, including:
- 25 days of annual leave (pro-rated based on start date)
- 10 days of public holidays
- 10 days of sick leave
- Healthcare insurance for the employee, covering hospitalisation
- Post-retirement benefits
- Performance-based bonus scheme
- Individualised growth plan
How to Apply
Please email your resume (in PDF or Word format only) to [email protected]. Shortlisted applicants will be contacted directly to arrange an interview.
Job Types: Full-time, Part-time
Pay: €25,500.00-€30,000.00 per year
Benefits:
- Company pension
- Private medical insurance
- Sick pay
Ability to commute/relocate:
- Dublin, County Dublin: reliably commute or plan to relocate before starting work (required)
Education:
Experience:
Language:
Work authorisation:
Location:
- Dublin, County Dublin (required)
Willingness to travel:
Work Location: Hybrid remote in Dublin, County Dublin
