Investment Coordination & Operations Specialist
Our global Pharmaceutical client are seeking an Investment Coordination & Operations Specialist on an initial 12 month contract with the view to an extension for the right candidate. Our clients 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.
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
Responsibilities:
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
Qualifications:
Essential
* 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).
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.
Berkley Life Science & Engineering is a specialist consultancy recruiting Life Science & Engineering professionals for organisations throughout Ireland; for more information go to www.berkley-
If you would like to discuss this vacancy further or to discuss your career options in confidence, please contact David O'Connell on
or send your CV to -