Office & Facilities Supervisor

We are Kiltane, an Edinburgh based brand specialising in cashmere and dedicated to creating easy-to-wear timeless luxury for everyday living.

We are seeking an experienced and well-organised Workplace & Facilities Supervisor to coordinate the effective operation of our head office, retail stores, and warehouse. This role supports the business by ensuring that all locations are safe, compliant, well-maintained, and operate to consistent standards. Acting as a central point of coordination, the Workplace & Facilities supervisor works closely with store teams, office colleagues, and external suppliers to address facilities and health & safety matters in a structured and organised way. The role is varied and hands‑on, requiring strong organisational skills, sound judgement, and the ability to work collaboratively within an established management structure.

• Coordinate the upkeep, safety, and presentation of the head office, retail stores, and warehouse.
• Act as a central point of contact for facilities‑related queries from store managers and office teams.
• Coordinate reactive and planned maintenance issues across all locations, ensuring actions are tracked and followed through.
• Work with cleaning, security, and maintenance contractors to support service delivery across the business.
• Monitor facilities issues and recurring themes, escalating risks or concerns where appropriate.
• Support office moves, refurbishments, store changes, and layout updates as required.
• Manage office supplies, furniture, and equipment for the head office.

• Coordinate health & safety activity across all company locations in line with UK legislation.
• Support the completion, maintenance, and review of risk assessments for office, retail, and warehouse environments.
• Maintain and update health & safety policies, procedures, and records.
• Coordinate emergency procedures, drills, and evacuations.
• Maintain accurate records of incidents, accidents, and near misses.
• Support the management of First Aid and Fire Marshal cover across locations.
• Coordinate health & safety training requirements and follow up on outstanding actions.
• Work with store managers and office teams to promote safe working practices.

• Oversee visitor sign‑in and security procedures at head office.
• Ensure a professional and welcoming environment for visitors and employees.
• Manage meeting room bookings and room setup.
• Arrange catering and hospitality for meetings and company events.
• Act as a key point of contact for external suppliers and service providers.
• Coordinate service visits, works, and follow‑up actions.
• Monitor service delivery against agreed standards and report any issues.
• Maintain records of suppliers, services, and facilities‑related activity.
• Oversee office‑based technology such as printers and AV equipment, handling basic troubleshooting.
• Liaise with IT support providers to resolve technical issues as required.

• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• A proactive and confident approach, with the ability to build effective working relationships.
• Ability to manage multiple priorities in a busy environment.
• Strong attention to detail and problem‑solving skills.
• A recognised Health & Safety qualification (e.g. IOSH).
• Previous experience in an Office Manager or facilities‑related role.
• Good working knowledge of UK Health & Safety legislation.
• Experience working in a retail head office or similar environment.

• Highly organised and adaptable, with a practical and professional approach.
• Confident, approachable, and able to work effectively with stakeholders at all levels.
• Comfortable working independently and taking ownership of responsibilities.
• Positive, solutions‑focused, and reliable.