Rubicon is seeking a highly analytical, detail-oriented, and proactive Inventory Specialist to support inventory control, reconciliation, reporting, and data integrity activities across company-operated facilities and multiple third-party logistics (3PL) locations. The Inventory Specialist plays a critical role in maintaining accurate inventory records for Biomass, Packaging Materials, Work-in-Process (WIP), and Finished Goods (CPG) through inventory reconciliations, variance analysis, transaction reviews, reporting, and inventory control activities.
Working closely with Logistics, Finance, Supply Chain, Warehouse, Production teams, and 3PL partners, the Inventory Specialist is responsible for ensuring inventory records within Microsoft Dynamics 365 (D365) accurately reflect physical inventory and operational activity. This role owns the day-to-day execution of inventory reconciliation processes, inventory reporting, variance investigations, inventory transaction accuracy, and inventory data management while supporting audit readiness, inventory governance, and continuous improvement initiatives across the supply chain network.
The successful candidate will leverage advanced Microsoft Excel and D365 reporting capabilities to analyze inventory data, identify trends, monitor inventory performance, and provide actionable insights that improve inventory accuracy, visibility, and operational effectiveness.
This role will be based at our Delta facility, reporting to the Warehouse Manager.
Key Responsibilities
Inventory Reconciliation & Control
- Perform weekly, monthly, quarterly, and annual inventory reconciliations across company-operated and 3PL locations.
- Reconcile inventory balances for Biomass, Packaging Materials, Work-in-Process (WIP), and Finished Goods (CPG).
- Validate inventory transactions and ensure inventory records accurately reflect physical inventory and operational activities.
- Investigate inventory variances, identify root causes, and coordinate corrective actions with stakeholders.
- Review inventory movements, transfers, receipts, adjustments, and consumption transactions for accuracy and completeness.
- Maintain inventory reconciliation documentation and support audit-ready inventory records.
- Support month-end, quarter-end, and year-end inventory close activities in partnership with Finance.
- Escalate significant discrepancies and inventory control concerns to leadership.
- Inventory Validation & Analysis
- Review and validate inventory count results completed by Inventory Coordinators and 3PL partners.
- Participate in cycle counts, spot audits, recounts, and inventory validation activities.
- Analyze physical versus system inventory variances and support timely resolution.
- Monitor inventory adjustment activity and track variance trends.
- Document findings, root causes, and corrective actions.
- Support initiatives designed to improve inventory accuracy and control.
3PL Inventory Coordination
- Coordinate inventory reconciliation activities with third-party logistics providers.
- Review and validate inventory reports received from 3PL facilities.
- Investigate discrepancies between D365 records and 3PL inventory balances.
- Work with warehouse partners to resolve inventory issues and obtain supporting documentation.
- Monitor inventory aging, excess inventory, and slow-moving inventory at external locations.
- Maintain inventory visibility and reporting across all warehouses and 3PL locations.
D365 Inventory Administration
- Maintain inventory transaction accuracy and integrity within Microsoft Dynamics 365.
- Review and correct inventory transaction errors and system discrepancies.
- Support inventory master data maintenance and warehouse location accuracy.
- Ensure compliance with inventory controls, policies, and approval processes.
- Support inventory-related system testing, enhancements, and process improvements.
- Assist in maintaining inventory management procedures and documentation.
Reporting & Analytics
- Prepare and distribute recurring inventory reports, reconciliation summaries, and variance analyses.
- Generate inventory performance reports for Supply Chain, and Finance teams.
- Develop and maintain Excel-based reports, reconciliation tools, dashboards, and KPI reporting.
- Analyze inventory trends and identify opportunities to improve inventory performance.
- Support inventory planning, forecasting, optimization, and working capital initiatives.
- Provide ad hoc analysis and reporting as required.
Cross-Functional Collaboration
- Partner with Finance, Procurement, Planning, Production, Supply Chain, Warehouse, Logistics teams, and 3PL providers to resolve inventory issues.
- Communicate inventory risks, discrepancies, and corrective action plans.
- Support inventory financial reconciliation and close activities.
- Participate in inventory review meetings and process improvement initiatives.
- Promote inventory control best practices and compliance.
Audit, Compliance & Continuous Improvement
- Maintain inventory records and supporting documentation for audits.
- Ensure compliance with inventory policies, procedures, and internal controls.
- Support SOP development and documentation updates.
- Participate in root cause investigations for recurring inventory issues.
- Identify opportunities to strengthen inventory controls and reporting processes.
- Support continuous improvement projects focused on inventory accuracy and efficiency.
Key Success Measures
- Inventory Accuracy
- Reconciliation Completion and Accuracy
- Variance Resolution Timeliness
- D365 Inventory Data Accuracy
- Reporting Accuracy and Timeliness
- Audit Readiness
- Inventory Control Compliance
- Recurring Variance Reduction
Qualifications & Experience
- 3+ years of inventory control, inventory management, inventory reconciliation, or related supply chain experience.
- Experience working in manufacturing, CPG, distribution, logistics, or warehouse environments.
- Experience supporting multiple warehouse locations and/or 3PL providers.
- Strong ERP experience, preferably Microsoft Dynamics 365 (D365).
- Advanced Microsoft Excel skills including Pivot Tables, XLOOKUP/VLOOKUP, INDEX/MATCH, Power Query, data validation, dashboard development, and reconciliation analysis.
- Demonstrated ability to analyze large datasets and develop inventory reports and performance metrics.
- Strong analytical, investigative, and problem-solving skills.
- Experience supporting inventory audits and financial inventory reconciliations.
- Excellent communication, organization, and time-management skills.
Preferred Qualifications
- Post-secondary education in Supply Chain Management, Business Administration, Logistics, Operations Management, Accounting, or a related field.
- APICS/ASCM, SCMP, CPIM, CSCP, or related certification considered an asset.
- Experience in regulated manufacturing, cannabis, food, pharmaceutical, or consumer packaged goods environments.
- Experience with Power BI, Power Query, and advanced reporting tools.
- Knowledge of cycle counting inventory reconciliation, ABC analysis, inventory valuation, and root cause analysis.
Why Rubicon Rubicon Organics is Canada's leader in premium, certified organic cannabis and a fast-growing company with strong momentum, offering the opportunity to make a meaningful impact. You'll join a collaborative, high-performing team that values accountability, speed, and continuous improvement, where you'll have direct visibility into the results of your work and the chance to learn and contribute across multiple functions. It's a quality-driven culture where innovation, ownership, and growth are at the heart of everything we do.
- Base salary of $60K–$65K.
- Annual performance bonus of up to 10%.
- Monthly phone stipend of up to $70.
- Comprehensive medical and dental benefits after three months.
- Annual 3-week vacation to start.
- Free on-site parking with a complementary EV charger.
We believe hiring should be a human process. Every application is reviewed by our team, and we do not use artificial intelligence or automated tools to screen, rank, or make decisions about candidates.
We take a deliberate approach to evaluating each applicant based on their experience, skills, and potential, ensuring every candidate is considered thoughtfully and fairly.
