Contract/Inventory Control Specialist

Mission for this Position

About Us

At Baffinland, we work and live beyond the Arctic Circle, mining iron ore at our Mary River property. Located in the Qikiqtani Region on Baffin Island, Nunavut, it’s one of the world’s most captivating and seldom-seen destinations, and we are looking for people ready to share, build, and grow with our company. We are a unique company with a strong management team. Our leadership team has amassed specialty experience on northern mining projects from community consultation and permitting through to operation. Our workforce brings together the modern practice of safe, sustainable mining and the enduring value of a traditional culture, which is rapidly advancing. The result is a work and community experience you won't find anywhere else.

Reporting to the Manager of Site Services, the Contract/Inventory Control Specialist provides administrative support to the Site Services leadership team in all matters related to contractual agreements and inventory management. This role ensures compliance with contract terms and conditions, maintains accurate food inventory records, and supports efficient supply chain operations by maintaining optimal stock levels.

The specialist assists with the monitoring, administration, and reporting of departmental contracts, reviewing invoices to verify scope completion and financial accuracy in accordance with contract requirements. They work to identify cost-saving opportunities, strengthen supplier relationships, and enhance overall contract performance.

In addition, the role focuses on preventing stock shortages, overstock situations, and inventory discrepancies by improving inventory accuracy and control processes. The Contract/Inventory Control Specialist manages all contract documentation and data, and collaborates with finance and procurement teams on contract administration, requisition development, inventory tracking, and data analysis.

Success in this role requires strong attention to detail and problem-solving skills to deliver accurate, timely contract information. By working closely with internal stakeholders and suppliers, the specialist contributes to business value through effective contract administration and supports the achievement of both short- and long-term key performance indicators.

Main Accountabilities

• Provide administration on contracts and invoices, reviewing and verifying accuracy and completeness to support effective contract management.
• Respond promptly to contract-related inquiries, clearly interpreting complex contract language to ensure intent and compliance are understood by stakeholders and suppliers.
• Resolve escalated contract issues by identifying, investigating, and correcting discrepancies, including amendments and vendor updates, to ensure timely contract execution and payment processing.
• Identify and mitigate contractual and process risks, support audits, and drive continuous improvement through system and process enhancements.
• Interpret, apply, and provide guidance on contract terms in day-to-day transactions and minor dispute resolution.
• Support contractor and supplier meetings and serve as the primary point of contact for all contractual matters between Site Services, internal departments, and suppliers
• Track contract deliverables, coordinate review and approval processes, and ensure documentation complies with document control standards.
• Verify invoices and timesheets against contract terms, monitor payments, and prepare periodic invoice and reconciliation reports covering labour, materials, staffing, and indirect costs.
• Confirm contract completion, ensuring all deliverables, deficiencies, and administrative requirements are resolved and close out of purchase orders
• Monitor and report on contract performance, including cost control and scope completion, and conduct performance review meetings as required.
• Complete post-contract evaluations to capture lessons learned and support future contract improvements.
• Maintain accurate records of all purchase orders and ensure timely renewals or terminations.
• Collaborate with Legal, Finance, Operations, and Supply Chain teams to address purchase order and invoice matters and strengthen contract administration practices.
• Develop, implement, and provide training on contract administration processes, policies, and best practices.
• Monitor and maintain accurate food inventory levels across all camps
• Perform cycle counts and stock audits to help resolve inventory discrepancies
• Track and analysis slow moving stock, obsolete and/or expired stock
• Prepare inventory reports and forecasts for sealift food ordering
• Implement inventory control improvements and best practice.
• This list is not intended to be all-inclusive. Other duties may be required

Main Qualifications

• High School diplomaPost-secondary education in Business Administration and/or Supply Chain Management or a related field
• Minimum one to three (1-3) years inventory/supply chain experience
• Minimum one to three (1-3) years contract administration experience
• Minimum one to three (3-5) years cost management, reporting, budgeting, and forecasting experience
• Strong SAP and Project Management experience considered an asset
• Experience working in remote locations. Arctic experience would be an asset
• Experience working with indigenous stakeholders would be an asset

Job Location

Compensation

Compensation for this position is aligned with Baffinland’s approved compensation framework and current market conditions. Final compensation will be determined based on:

• Relevant education and certifications
• Related training and experience
• Internal equity considerations

This site-based role is eligible for participation in the travel benefits, site premiums, comprehensive health and dental coverage, and pension participation.

Eligibility & Hiring Consideration

All applicants must be legally entitled to work in Canada.

In accordance with our commitments under the Inuit Impact and Benefit Agreement (IIBA), priority hiring consideration will be given to Inuit candidates and residents of Nunavut, particularly from communities near our operations.

Baffinland is committed to building a diverse workforce and encourages applications from Indigenous Peoples, women, and individuals from underrepresented groups.