Office Supervisor in Edinburgh

The Scotch Whisky Association (SWA) is the trade association for the Scotch Whisky industry. We support and represent our members across a wide range of priorities, including industry promotion, regulatory and legal matters, sustainability, international market access and protecting the Scotch Whisky category worldwide.

We are recruiting an Office Manager to provide practical, reliable and well-organised support across the Association's office operations. The role has primary responsibility for the Edinburgh office and includes defined operational support for our London office. This is a hands-on role in a small, collaborative organisation, suited to someone who is practical, organised and proactive, and who takes pride in keeping things running smoothly. The role covers day-to-day office management, facilities coordination, health and safety support, contractor liaison and practical workplace support for colleagues.

We are committed to being an inclusive employer and welcome applications from all backgrounds. We will make reasonable adjustments to support candidates throughout the recruitment process.

Role purpose

The Office Manager is responsible for the effective day-to-day management of office operations and facilities support across the Association, with primary responsibility for the Edinburgh office and defined operational support for the London office. Reporting to the Deputy Director of Operations, the role helps ensure that office environments are safe, well-maintained, compliant, well-organised and supportive of colleagues' day-to-day needs, while providing practical coordination of contractors, building issues, health and safety activity, and related administrative processes.

Key responsibilities

• Oversee the day-to-day running of the Edinburgh office, helping ensure the office environment is safe, well-maintained, well-organised and fit for purpose.
• Act as the main point of contact for office-related issues, coordinating timely responses to maintenance, repairs, equipment issues and practical workplace requirements.
• Support practical office setup and changes, including workstations, office equipment, access arrangements and general workspace organisation.
• Help maintain an office environment that is welcoming, tidy and functional for colleagues and visitors.
• Support the coordination and upkeep of office-related health and safety requirements, including risk assessments, routine checks, first aid arrangements, fire safety coordination and related records.
• Maintain clear and accessible records relating to office safety, compliance and facilities management.
• Provide defined operational support for the London office, including acting as a point of contact for office-related matters affecting London colleagues.
• Liaise with the London office landlord, building management and relevant contractors on practical office, facilities and compliance matters.
• Visit the London office on a regular but proportionate basis to help review office condition, identify support needs, and ensure key operational, safety and workplace requirements are being maintained.
• Help ensure colleagues in London have appropriate support on office-related issues and that responsibilities are clear and followed through.
• Support onboarding arrangements for new starters from an office and workplace perspective, including practical setup and access requirements.
• Contribute to improvements in office systems, processes, guidance and workplace resources to support a well-run and efficient office environment.

Person specification

Essential

• Demonstrable experience in an office management, facilities, workplace support, operations support or similar role.
• Experience of coordinating contractors, suppliers, repairs, servicing or other office-related external support.
• Experience of supporting or coordinating routine health and safety, workplace compliance or office administration activity.
• Strong organisational skills, with the ability to manage a varied workload and follow through on practical actions consistently.
• Good judgement and problem-solving ability, with a practical and proactive approach to day-to-day issues.
• Strong communication and interpersonal skills, with the ability to work constructively with colleagues, landlords, contractors and service providers.
• Good administrative skills and attention to detail, including the ability to maintain accurate records and track actions effectively.

Desirable

• Experience of supporting office operations across more than one site or location.
• Experience of liaising with landlords or building management providers.

Behaviours and ways of working

• Accountability: Takes ownership of office-related issues and actions, follows through reliably, and maintains high standards of organisation and responsiveness.
• Respect: Works supportively and professionally with colleagues, contractors and visitors, helping create a positive and well-managed office environment.
• Curiosity: Looks for practical improvements to office systems, workplace organisation and day-to-day ways of working.

Carry out any other reasonable duties consistent with the scope and purpose of the role.