We are Kiltane, an Edinburgh based brand specialising in cashmere and dedicated to creating easy-to-wear timeless luxury for everyday living.
Role Overview
We are seeking an experienced and well-organised Office & 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 Office & 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.
Responsibilities
Office, Store & Facilities Coordination
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
Visitor & Workplace Experience
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
Supplier & Service Coordination
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
Health & Safety
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
Skills & Experience
Essential
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)
Desirable
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
Personal Qualities
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