Oil and Materials Specialist

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JOB PURPOSE AND SUMMARY

The Oil & Materials Specialist is responsible for managing bulk oil and commodity purchases, tracking contract balances, reconciling inventory, and maintaining accurate reporting to ensure seamless supply chain operations. The role requires attention to detail, strong analytical skills, and effective communication with internal and external stakeholders.

DUTIES AND RESPONSIBILITIES

Order & Contract Management

• Maintain and place orders for bulk oils and commodities based on forecasts and contractual agreements.
• Track and reconcile contracted oils and commodities against inventory control records.
• Monitor contract balances by customer and product, providing monthly reports.

Reporting & Analysis

• Conduct month-end reporting on oil and commodity contracts.
• Perform daily reconciliation of actual vs. planned oil and commodity usage.
• Track and report cost variances between truck and rail transport for oils.

Logistics & Coordination

• Coordinate with BNSF on bulk oil rail shipments via email and virtual meetings.
• Maintain an up-to-date calendar for bulk truck deliveries in collaboration with oil house employees and the Production Manager.
• Track and report monthly demurrage fees for rails and trucks, disputing discrepancies as needed.

Inventory & Compliance

• Assist in semiannual physical inventory counts.
• Monitor RSPO purchases and receipts, ensuring compliance with standards.
• Alert Purchasing and Warehouse Managers about expiring ingredient contracts or approaching depletion levels.
• Communication & Collaboration
• • Attend internal and external meetings to communicate oil status updates.
  • Report discrepancies regarding contract balances, pricing, or operational concerns to relevant teams.
  • Collaborate with the Purchasing and Warehouse Manager to suggest process improvements.

Inventory Control & Production Support

• Perform month end shop order closure in a timely manner
• Work with and understand the activities of the Cycle Counter to determine what needs to be counted and analyze the counting results.
• Work with and understand activities of Backflush Coordinator.
• Approve material transactions after the completion of the cycle counts that have been completed
• Enter approved IAR’s into JustFood and maintain file of entered IAR’s so they can be retrieved in event of recall.
• Daily reconciliation of oil usage.
• Issue raw materials to production order (ingredients, packaging, etc.)
• Evaluate reasonableness of the figures to ensure accuracy.
• Enter monthly consumables into JustFoods.

Other Duties

• Support additional tasks and special projects as assigned by management.

Time Allocation of Responsibilities

• 30% Monitoring and tracking oil contracts
• 30% Monitoring and tracking ingredient contracts and usage
• 10% Placing bulk oil orders
• 15% Reporting and maintaining contract-related records
• 10% Communicating issues and suggestions to management
• 5% Other assigned duties

POSITION DIMENSIONS AND QUALIFICATIONS

Internal Contacts:

Purchasing Manager, Operations Personnel, Inventory Personnel, Sales, and Customer Service.

External Contacts:

Vendors/Customers

Education Level and Focus:

High school diploma or equivalent required. Associate’s or Bachelor's degree in Supply Chain, Business, Accounting, or a related field preferred. Willingness to pursue professional development or relevant certification courses.

Years and Type of Related Experience Required:

Minimum 1-3 years of experience in procurement, inventory management, supply chain, or a related field. Experience working in a manufacturing or food production environment is highly preferred. Prior exposure to contract management and vendor coordination is beneficial. Familiarity with remote work and collaboration tools is an advantage.

SKILLS AND ABILITIES

Uphold Kagome's Values:

Employees work well with others as a team and treat others with respect. Conducts self in a professional manner and exhibits the highest level of integrity. Maintains a positive attitude through good working relationships with our customers, visitors, and co-workers that emphasizes our commitment to good customer service.

Attendance:

Ability to be punctual and have regular attendance. Ability to work overtime. Must be present during first 7 working days following end of month to assist in financial statement preparation for prior month. All appointments, vacation and other time off will not be approved during this time.

Productivity:

Must consistently fulfill job responsibilities, knowing how to prioritize tasks and manage time effectively.

Employee Retention:

Build a culture employee and/or co-workers want to be a part of. Be helpful to others and work as a team toward company goals. Participate in an exceptional onboarding experience for new hires and ensure they have the necessary tools to succeed in their roles by welcoming and assisting them.

Interpersonal and Communication:

Effectively able to communicate with management, co-workers and external contacts, good telephone skills. Must be able to communicate effectively with co-workers and management team.

Technical and Analytical:

Typing, PC and assorted software programs such as Excel and word processing, 10 key, operate general office equipment (e.g. copier, fax machine, typewriter). Ability to gather, analyze and identify problems.

Administrative and Operations:

Must adhere to departmental procedures; must also follow all safety guidelines, organize job responsibilities to complete work on a timely basis.

Physical Demands:

Ability to sit and work in front of computer terminal for long periods (may sit for approx. 7+ hours with 2-hour intervals being in a stationary sitting position). May lift to 25 lbs.

Work Environment

Office environment with low to moderate noise levels with air conditioning and heat. May be required to travel to site for training and/or meeting purposes periodically in the year. Safety Sensitive position.

Special Requirements:

Willing to work overtime, holidays, and weekends as requested.