Investment Coordination & Operations Specialist

Team Horizon is seeking an Investment Coordination & Operations Specialist for a leading pharmaceutical company in Dublin.

The Dublin manufacturing site is progressing through a period of significant investment and innovation, supported by a broad portfolio of capital projects, R&D initiatives, and transformation programs. The site has secured IDA grant approval and routinely submits R&D tax credit applications to Irish Revenue. To support this work, we are building a team responsible for ensuring investments are well managed, well documented, and fully compliant with funding and regulatory requirements.

Why you should apply:

• This is an excellent opportunity to join a world class manufacturing operation, with an outstanding track record of reliably delivering high-quality medicines to patients around the world suffering serious illnesses.


• There is a strong culture of continuous improvement and innovation within the company to strive for solutions that improve health outcomes and dramatically improve people’s lives.


• Our client is developing the capability to produce all its medicines in Dublin, helping to ensure continuity of supply of our medicines as they expand internationally.

What you will be doing:

• The Investment Coordination & Operations Specialist will provide the day-to-day organisational, analytical, and documentation support required to keep these processes running smoothly. The role works closely with the Transformation Lead, Finance, Engineering, Operations, and third-party partners to ensure investment activities are efficient, transparent, and aligned with internal and external expectations.


• Investment Activity Coordination - Support the planning, organisation, and tracking of site investment activities across capital, R&D, and innovation projects.


• Maintain clear documentation on project progress, spend, milestones, and resourcing.


• Help coordinate the flow of information and updates between project teams and leadership.


• Tracking of Spend, Invoices & Supporting Documentation - Maintain organised records of invoices, purchase orders, expenditure, and relevant documentation associated with investment and R&D activities.


• Monitor and record spend patterns and ensure supporting details are available and accurate.


• Distinguish and document spend categories (e.g., capital, operational, R&D-related) based on guidance from Finance.


• Support the preparation of scheduled spend reports or summaries.


• Resource & Activity Allocation Support - Track resource utilisation across relevant projects, including internal labour contributions and contractor involvement.


• Maintain logs, trackers, and summaries that support downstream funding applications and internal reporting.


• Work with teams to ensure their time and activity records are accurate and up to date.


• IDA Grant Support & Drawdown Preparation - Maintain structured, audit-ready documentation required to support IDA grant drawdowns.


• Organise and validate the information required for each funding milestone or claim.


• Ensure records align with approved project scopes and IDA conditions.


• Work with Finance and Engineering to gather supporting materials such as invoices, timesheets, project updates, and evidence of eligible activities.


• R&D Tax Credit Preparation & Coordination - Coordinate the annual collation of materials required for R&D tax credit submissions.


• Support the gathering of evidence, technical summaries, labour allocations, and eligible spend records.


• Work with cross-functional SMEs to ensure documentation is complete, consistent, and compliant with Irish Revenue requirements.


• Maintain structured files to support potential Revenue queries or audits.


• Governance, Organisation & Process Administration - Maintain templates, trackers, checklists, and logs to ensure investment-related processes are well organised and repeatable.


• Help ensure documentation is stored correctly and accessible for reviews or audits.


• Contribute to refining and improving internal workflows related to investment tracking, grant management, and tax credit support.


• Stakeholder Communication & Administrative Support


• Support meeting preparation, including agendas, notes, action tracking, and follow-ups.


• Facilitate communication between internal teams and external partners regarding documentation or data needs.


• Assist in the preparation of presentations, reports, and executive updates.


• Any other duties as assigned.

What you need to apply:

• 3+ years' experience in roles involving coordination, administration, operations, or process support. Strong organisational skills with experience maintaining high-volume documentation or records.


• Familiarity with invoices, POs, and basic spend or activity tracking. Strong proficiency in Excel and comfort working with enterprise systems (SAP, Oracle, or similar).


• Ability to work collaboratively with technical teams and cross-functional stakeholders.


• High attention to detail and a structured, methodical approach to organising work. Desirable  Experience within a biopharmaceutical, pharmaceutical, or regulated manufacturing environment.


• Exposure to government funding, grants administration, R&D activities, or tax credit submissions.


• Understanding of capital/R&D investment lifecycles or engineering/technical project environments.


• Experience with reporting tools (Power BI, Smartsheet, or similar). Competencies  Excellent organisation and documentation discipline.


• Strong communication and coordination skills.


• Ability to handle multiple streams of information simultaneously. Analytical mindset and comfort working with structured data.


• Proactivity, problem-solving, and continuous improvement mindset. High integrity and commitment to compliance.


• What This Role Enables  Smooth, organised, compliant administration of IDA drawdowns and R&D tax credit submissions.


• Clear visibility and traceability of investment activities across the site. Strong operational support for site transformation, innovation, and growth programs.