Job Description
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 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.
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
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
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
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