Operations Executive

PharmaQuant Insights Pvt. Ltd.; Dublin; On-site; EUR 28,000 - 40,000; Full time

Benefits offered by this job

Healthcare insurance

Performance-based bonus

25 days annual leave

10 public holidays

Job summary

PharmaQuant Insights Pvt. Ltd. in Dublin seeks an Operations Executive to be the operational and administrative backbone of the Dublin office. This role blends office management with hands-on finance and HR administration in a fast-paced healthcare consultancy.

You will coordinate with vendors, manage records, support recruitment, and help prepare reports and presentations. A detail-driven professional will thrive while contributing to budgeting, VAT administration, and policy enforcement.

Qualifications

• Degree in business, operations, finance preferred but not required.
• Minimum 1 year in admin/ops/finance support.
• Experience with data management and reporting is an advantage.
• Exposure to HR admin, leave management, or recruitment coordination is beneficial.

Responsibilities

• Oversee daily office operations and facilities.
• Provide end-to-end admin, calendar, and clerical tasks.
• Assist accounts payable/receivable and expense processing.
• Support HR records, leave management, and recruitment coordination.
• Coordinate with vendors and manage event & conference logistics.

Skills

Communication skills

Time management

Office tools

Confidentiality

HR discretion

Education

Business/Operations/Finance degree

Tools

Xero

Office apps

Job description

PharmaQuant is a fast-growing healthcare consultancy firm respected globally for quality and innovation. Our research enables pharmaceutical companies to successfully launch innovative medicines. Based in Dublin, Ireland, we offer a collaborative and dynamic work environment where every team member plays a meaningful role in our mission.

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 administration support, making it an excellent opportunity for a detail-driven professional looking to broaden their skill set across both operations and finance in a fast-paced consulting environment.

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Duties and 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.
• Maintain organised finance filing systems (digital and physical) to support audit readiness.

HR & People Support

• Administer the leave management system - tracking annual leave, sick leave, and public holiday entitlements across the team and ensuring records are accurate and up to date.
• Maintain accurate employee records including contracts, onboarding documentation, and HR files in compliance with GDPR and company policy.
• Support the end-to-end recruitment process - posting job advertisements, screening applications, scheduling interviews, and coordinating with candidates and hiring managers.
• Manage job postings across relevant platforms, maintain candidate pipelines, and provide timely updates to applicants throughout the hiring process.
• Support HR administration including drafting employment letters, updating HR databases, and responding to routine HR queries from staff.

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.
• Coordinate end-to-end logistics for internal and external conferences, including venue sourcing, registration management, AV setup, and on-site support.
• Prepare and distribute conference materials such as agendas, posters, and presentation templates ahead of scheduled events.
• Maintain a conference readiness checklist to ensure all pre‑event, on‑the‑day, and post‑event actions are tracked and completed on time.
• Develop and maintain a system for coordinating with copy editors and tracking deliverables.

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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.
• Prior exposure to HR administration, leave management, or recruitment coordination is an advantage.
• 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) 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.
• Comfortable managing sensitive HR matters with discretion, empathy, and professionalism.
• Familiarity with Irish employment law basics (e.g. leave entitlements under the Organisation of Working Time Act) is an advantage.

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PharmaQuant offers a competitive salary and benefits package, 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.
• Performance‑based bonus scheme.

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