Executive Support & Quality Systems Lead
Executive Support | Commercial Coordination | Customer Operations | SOPs | Process Improvement
About KOS Ergonomic Solutions
KOS Ergonomic Solutions is a growing SME that supports organisations with end-to-end ergonomic solutions, including workplace assessments, training, ergonomic equipment, workplace solutions and employee wellbeing services across a diverse range of client environments. As we continue to grow, we are seeking an organised, proactive and commercially aware individual to work closely with the business owner and support the continued development of the company. This is a varied role combining executive support, commercial coordination, customer operations, business administration, process improvement and quality systems. You will help ensure priorities are followed through, information flows effectively across the business, and systems and processes continue to evolve as the company grows.
Key Responsibilities
Executive Support and Commercial Coordination
You will work directly with the business owner to improve focus, organisation, follow-through and productivity. The business owner will set key priorities and desired outcomes; your role will be to translate these into actions, timelines, follow-up and completed outcomes.
This will include:
- Managing and prioritising inboxes, emails and follow-up actions.
- Supporting diary management, meetings and weekly priorities.
- Tracking actions, deadlines and commitments to ensure progress is maintained.
- Following up internally and externally to ensure agreed actions are completed.
- Drafting emails, updates, proposals and internal communications.
- Supporting the preparation of reports, business updates.
- Identifying blockers, delays or issues requiring attention and escalation
- Providing commercial and sales administration support across client accounts
- Supporting the progression of customer enquiries and opportunities from initial enquiry through to order completion.
Systems, SOPs and Quality Improvement
You will take ownership of process documentation, training resources and quality improvement initiatives across the organisation.
- Writing, updating and maintaining Standard Operating Procedures across business functions.
- Developing and maintaining training materials, process guides and supporting documentation.
- Checking in with business leads and colleagues to ensure agreed processes are understood and followed throughout the team.
- Training or guiding colleagues on correct system and process use. Supporting better use of internal systems, including CRM and workflow tools
- Make and suggest improvements on workflows, templates, checklists, and internal handovers.
- Monitor adherence to agreed processes and identify opportunities for improvement.
- Coordinating quality checks and identifying recurring errors, delays or process gaps.
Customer & Operational Support:
As part of a growing SME environment, you will work closely with colleagues across customer service, operations and administration to help ensure a seamless customer experience and continuity of service during periods of growth, peak demand or team absence.
This will include:
- Support customer queries, sales order updates, service scheduling and follow-ups
- Coordinating purchasing, supplier administration and customer documentation
- Preparing quotations, proposals and follow-up documentation
- Assisting with the smooth flow of information between teams to ensure customer and operational commitments are delivered effectively.
What We're Looking For:
- 5 years' experience in executive support, business administration, sales support, customer operations or a similar role.
- Experience supporting a business owner, founder, managing director or senior manager or working as team lead, supervisor or manager.
- Experience working in a growing SME environment is desirable
- Comfortable working in a hands-on SME environment where priorities can evolve and collaboration across functions is important.
- Strong organisational skills with excellent attention to detail.
- Confident managing multiple priorities and following tasks through to completion.
- Strong written and verbal communication skills.
- Experience using Microsoft Office, particularly Word, Excel and PowerPoint.
- Experience using CRM, workflow or business management systems.
- Comfortable working with customers, suppliers and internal teams.
- Interest in improving systems, processes and ways of working.
- Proactive approach with the ability to work independently.
What We Offer
This is an opportunity to become a trusted partner to the business owner and make a tangible impact on how a growing business operates, scales and succeeds.
Benefits include:
- Salary of €40,000–€45,000, depending on experience.
- The role will be fully onsite to support onboarding, learning and relationship-building, with some potential for hybrid working after successful completion of the probationary period.
- Generous annual leave, with the option to purchase up to five additional days.
- Company-funded pension scheme.
- Professionally designed ergonomic workstation to support your health and wellbeing.
- Access to ergonomic workplace products at preferential employee rates.
- Support for professional development, training and further education, including subsidised tuition and exam assistance.
- Bike to Work scheme.
- TaxSaver commuter scheme.
Pay: €40,000.00-€45,000.00 per year
Ability to commute/relocate:
- Tipperary, County Tipperary: reliably commute or plan to relocate before starting work (required)
Application question(s):
- How many years’ experience do you have in executive support, business administration, operations coordination, sales support, customer operations, or a similar role?
- Have you previously provided direct support to a business owner, founder, managing director, senior manager or executive team?
- Do you have experience creating, updating or improving SOPs, process documentation, training materials or workflow guides?
Work Location: In person
