Facility and Operations Manager

Facility and Operations Manager Position Description

Job Title: Facility and Operations Manager

Location: Hale Farm, Tasmania, Australia

Employment Type: Full-time

Reports To: Managing Director(s)

Direct Reports: Operational staff and contractors as required

Role Summary

The Facility and Operations Manager at Hale Farm, a medical cannabis facility in Tasmania, Australia, is a pivotal leadership role responsible for overseeing all operational and facility management aspects. Collaborating closely with the owners, management team, and external stakeholders, this role ensures seamless operations, regulatory compliance, and infrastructure performance. The manager will lead construction and fit-out projects, maintain critical systems (utilities, security), ensure compliance with Australian medicinal cannabis regulations (ODC/TGA), GMP principles, and GACP standards, and oversee financial, quality, and general operations. Acting as the central link between Production, Compliance, and Finance, this role drives operational excellence and future-proofs the site for growth.

What You'll Deliver (First 12 Months)

• Project Execution: Deliver priority capital projects (e.g., room refits, capacity expansions, utility upgrades) on time and within budget, effectively managing contractors and trades.
• Budget Management: Produce accurate monthly variance reports and maintain a rolling 12-month CAPEX/OPEX forecast, ensuring cost efficiency and no financial surprises.
• Regulatory Compliance: Establish and maintain a comprehensive site compliance file, ready for ODC/TGA review, including licences, security documentation, change control, maintenance/validation records, calibration logs, pest control, and waste management.
• Vendor & Contractor Oversight: Implement and manage vendor SLAs and contractor performance across critical systems, ensuring uptime and accountability.
• Cleaning & Sanitation Program: Implement a validated cleaning and sanitation framework (SOPs, logs, verification testing) aligned with GMP and GACP standards.
• Operational Excellence: Develop and update SOPs for cultivation, extraction, and new processes, conduct stocktakes, manage inventory, and ensure quality and compliance with GACP/GMP standards.
• Team Leadership: Oversee training and management of operational and facilities staff, ensuring alignment with WHS and compliance standards.

Key Responsibilities

Project Management & Construction

• Scope, cost, and deliver construction/fit-out projects, including design reviews, permitting, scheduling, site supervision, commissioning, and handover.
• Coordinate contractors across mechanical, electrical, plumbing, and building trades, ensuring safety, timeliness, and budget adherence.
• Maintain accurate as-built documentation and oversee change control processes.

Compliance & Security

• Ensure audit readiness with preventative maintenance, calibration, validation, and documentation schedules.
• Maintain ODC-aligned physical security (access control, CCTV, vaults, chain of custody) and meet reporting obligations.
• Manage physical access permissions, keys/cards, contractor access logs, and diversion prevention protocols.
• Support quarterly ODC reports and annual permit renewals.

Health, Safety & Risk Management

• Ensure compliance with WHS/OHS regulations and site-specific safety protocols.
• Lead risk assessments, emergency response planning, safety drills, and contractor inductions.
• Develop and manage WHS policies and conduct inspections with corrective actions.

Financial Operations

• Act as the primary contact for the bookkeeper, managing queries and conducting annual stocktakes for EOFY reporting.
• Monitor operational budgets (CAPEX and OPEX) to ensure cost efficiency and alignment with financial goals.

Procurement

• Negotiate and manage vendor and contractor contracts, ensuring performance against KPIs.
• Oversee procurement, including supplier assessments and contract reviews.

Change Control & Documentation

• Implement structured change control processes for facility modifications, ensuring traceability and regulatory alignment.
• Maintain up-to-date facility drawings, asset registers, compliance documentation, and SOPs.

Calibration & Validation

• Manage calibration schedules for facility instruments (sensors, monitors, alarms).
• Oversee validation and qualification of critical systems (cleanrooms, water systems).

Maintenance & Utilities

• Run the asset management program (CMMS, preventative maintenance, spares management, MTBF/MTTR tracking).
• Oversee critical utilities (power distribution, backup generation, compressed air, process gases, purified water, drainage).
• Coordinate with Production teams to schedule maintenance and upgrades with minimal disruption.
• Develop contingency plans for utility failures, equipment downtime, or facility emergencies.

Stakeholder Engagement

• Liaise with regulators, auditors, local authorities, security providers, and external vendors during inspections and service agreements.
• Build strong relationships with consultants and contractors.

Quality Implementation

• Support the implementation of processes to improve quality and meet GACP/GMP requirements.
• Lead a site-wide cleaning and sanitation program with defined zones, frequencies, chemistries, and verification methods.
• Oversee waste handling, segregation, effluent management, and integrated pest management per GACP standards

People & Leadership

• Lead incident response for facility-related events, capturing lessons learned.
• Supervise facilities, cleaning, and operational staff, including contractor teams.

Qualifications & Experience

• Education: Bachelor's degree in Engineering, Construction Management, Business, Operations Management, Agriculture, or a related field; or equivalent experience.
• Experience: 5-7 years in facilities, building services, construction project management, or operations management, preferably in medical cannabis, pharmaceuticals, or regulated industries.
• Technical Knowledge:
• Strong understanding of Australian medicinal cannabis framework (ODC licences, security, reporting), GMP principles, TGO 93, and GACP standards.
• Proficiency with Microsoft 365, audit/incident management software, and inventory management.
• Knowledge of cannabis production processes (cultivation, post-harvest, extraction).
• Ability to read and interpret technical drawings, specifications, and compliance requirements.
• Skills:
• Exceptional project management, organisational, analytical, and problem-solving skills.
• Strong communication, stakeholder management, and leadership of cross-functional teams.
• Proficiency in financial management, vendor/contractor management, quality control, and procurement.
• Commitment to WHS and regulatory compliance standards.
• Desirable:
• Experience in pharmaceutical, food, or cannabis facilities
• Relevant licenses/certifications (e.g., Electrical Licence, Builder's Licence).
• Familiarity with ERP systems and digitisation initiatives.

Work Conditions

This is an on-site role with occasional weekend and after-hours requirements for maintenance or incident response. Work involves cultivation and processing areas with appropriate PPE. The role oversees external contractors during shutdowns and project work.

Job Type: Full-time

Pay: From $80,000.00 per year

Work Location: In person