JOB SUMMARY
The Cannabis Administrator (Hybrid) keeps the records, documents, and systems behind our licensed cannabis operation organized and compliant. Working with the Quality and Compliance Department, this position manages document control, cannabis compliance records, training and onboarding files, supplier paperwork, and regular reporting under the Cannabis Act and Cannabis Regulations. The role splits its time between Red Deer and our licensed facility in Oyen, where it supports inspections, audits, and day-to-day record keeping. This is a great fit for an organized administrator who wants to build a career in the cannabis industry. Prior quality assurance experience is an asset, not a requirement.
Schedule: This is a hybrid position: 1 week (Monday to Friday) on site at our facility in Oyen, AB, alternating with 1 week (Monday to Friday) working from Red Deer, AB. Candidates living in or near Red Deer are preferred.
KEY RESPONSIBILITIES:
DOCUMENT CONTROL & RECORDS ADMINISTRATION
- Work with the on-site QAQC Coordinator to prepare, format, and update SOPs, forms, logs, and training materials in alignment with GPP, GACP, and internal standards.
- Act as administrator for controlled documents and the document management system (SharePoint/QMS), ensuring the on-site team always has current, approved versions.
- Manage document lifecycle activities - drafting, issuance, revision control, and archiving.
- Ensure controlled copies of SOPs and forms are current, distributed, and logged.
- Maintain master document lists and QMS databases, ensuring accessibility and traceability.
- Maintain cannabis compliance records (inventory, destruction, and batch records) and support monthly Health Canada Cannabis Tracking System (CTS) reporting.
DEVIATION, CAPA & CHANGE CONTROL ADMINISTRATION
- Receive, log, and compile deviation reports and CAPA documentation submitted by on-site staff.
- Track CAPA actions through to completion and support risk assessment and root cause analysis paperwork.
- Administer change control forms, routing them for review and approval and filing implementation records.
- Maintain deviation and non-conformance logs and prepare trend summaries for the Quality team.
AUDIT SUPPORT & COMPLIANCE REPORTING
- Prepare internal audit checklists and compile audit reports for management review. Assemble audit preparation packages and checklists for the on-site team.
- Track audit findings and follow up to confirm closure documentation is complete.
- Support Health Canada inspection and external audit preparation, ensuring readiness documentation and follow-up responses are complete.
- Compile environmental monitoring, pest/pathogen, and deviation data into logs and trend reports.
- Prepare monthly or quarterly compliance summary reports for management review.
SUPPLIER DOCUMENTATION
- Collect and organize supplier documentation (COAs, GMP/GACP certifications, specifications) and follow up on missing or expired items.
- Maintain supplier records and approved supplier lists within the QMS.
- Support vendor audits or qualification reviews as required.
TRAINING, ONBOARDING & HR ADMINISTRATION
- Work with the QAQC Coordinator to maintain training materials and SOP-based training modules.
- Track and record employee training completions and competency verifications.
- Coordinate onboarding of new employees, ensuring training, orientation, and policy sign-offs are completed.
- Maintain HR-linked personnel files within the QMS, including training and security clearance records, ensuring confidentiality and compliance with data protection standards.
ON-SITE RESPONSIBILITIES (OYEN)
- Complete scheduled facility walkthroughs, area inspections, and record checks with the on-site team.
- Assist with validation and qualification paperwork as required.
- Collaborate with the on-site QAQC Coordinator to verify consistency between facility practices and controlled documentation.
- Ensure all documentation is appropriately filed on site and accessible.
QUALIFICATIONS, KNOWLEDGE & SKILLS
- Post-secondary education in Business or Office Administration, Science, or a related discipline, or equivalent experience; 1–3 years of administrative, records, or compliance experience in a regulated industry (cannabis, pharmaceutical, agriculture, or food manufacturing preferred).
- Cannabis industry experience is a strong asset, as is familiarity with the Cannabis Act and Cannabis Regulations, CTS reporting, or seed-to-sale inventory systems.
- Proficient in Microsoft 365 (Excel, Word, Outlook, SharePoint); experience with QMS or document management software is an asset.
- Strong writing skills and comfort working with forms, logs, and controlled documents.
- Understanding of GPP/GACP and quality documentation practices is an asset; training will be provided.
- Exceptional attention to detail and organizational skills.
- Strong interpersonal and communication skills with the ability to collaborate cross-functionally.
MANDATORY
- Must have legal authorization to work in Canada.
- Must not have any criminal convictions or arrests involving drug-related offences (RCMP record check required).
- Must have a valid driver's licence and reliable transportation, and be able to work alternating weeks on site in Oyen, AB.
