Tolling Coordinator

JOB SUMMARY

The Tolling Executive is responsible for the planning, coordination, monitoring, and administration of the company’s RBD Coconut Oil and VCO tolling activities through external tolling partners. The role ensures timely execution of filling plans, availability and movement of raw materials, packaging materials, and finished goods, accurate SAP transactions, and proper processing of Purchase Orders and tolling billings. The position serves as a key coordination point between the company’s internal departments and external tolling partners to ensure smooth operations, accurate inventory movements, and timely fulfillment of customer requirements.

A. RBD Coconut Oil Tolling

1. Prepare the monthly RBD Coconut Oil lifting/filling plan based on confirmed and expected customer Purchase Orders (POs) and business requirements.
2. Prepare and distribute the daily lifting/filling plan to concerned internal departments and the external tolling partner.
3. Monitor the daily status of RBD Coconut Oil lifting, delivery, filling, and finished goods activities and provide timely updates to concerned stakeholders.
4. Maintain accurate and updated RBD tolling monitoring files, trackers, and reports.
5. Coordinate with the Logistics, Warehouse, and Quality Assurance teams to ensure the timely delivery of raw materials and the proper execution of filling activities at the tolling facility.
6. Act as the primary coordination point with the RBD tolling partner regarding filling schedules, operational requirements, discrepancies, documentation, and other tolling-related concerns.
7. Monitor the tolling partner's compliance with the agreed filling plan, quantities, schedules, and operational requirements.
8. Review and process billing documents submitted by the tolling partner, ensuring accuracy and completeness of supporting documents.
9. Coordinate with Finance and Accounting regarding tolling billings, discrepancies, and payment processing requirements.
10. Perform accurate and timely SAP entries related to RBD filling, inventory movements, and other tolling transactions.
11. Coordinate with Logistics and Materials Management to ensure timely delivery of raw materials to the tolling partner based on the approved filling plan.
12. Prepare and process Purchase Orders for RBD tolling services in accordance with approved requirements and company procedures.
13. Monitor and reconcile raw material, packaging material, and finished goods movements related to RBD tolling activities and report any discrepancies.

B. Virgin Coconut Oil (VCO) Tolling

1. Maintain accurate and updated daily VCO tolling monitoring files, trackers, and reports.
2. Prepare and communicate the VCO filling plan to concerned internal departments and the external tolling partner.
3. Monitor the status of VCO filling activities and ensure alignment with the approved filling plan and customer requirements.
4. Perform timely and accurate SAP entries related to VCO filling and inventory transactions.
5. Monitor finished goods and packaging material inventories at the tolling partner's facility and coordinate replenishment or movement requirements as necessary.
6. Coordinate with Logistics and Warehouse for the timely delivery of raw materials and packaging materials to, and pick-up of finished goods from, the tolling facility.
7. Coordinate with the external VCO tolling partner regarding filling schedules, inventory status, operational requirements, discrepancies, and other related concerns.
8. Review and process billing documents submitted by the VCO tolling partner, ensuring accuracy and completeness.
9. Coordinate with Finance and Accounting regarding tolling billings and related payment requirements.
10. Prepare and process Purchase Orders for VCO tolling services in accordance with company procedures.
11. Monitor and reconcile inventory movements and tolling-related transactions and promptly escalate any discrepancies or issues.

Qualifications

1. Bachelor’s degree in Supply Chain Management, Industrial Engineering, Business Administration, Accounting, or a related field.
2. At least 1–2 years of relevant experience in supply chain, production planning, inventory management, logistics, procurement, or a related function.
3. Experience in food manufacturing, coconut products, oil processing, or third-party tolling operations is an advantage.
4. Working knowledge of supply planning, inventory management, logistics, materials management, and external partner coordination.
5. Proficient in Microsoft Excel, including formulas, PivotTables, data analysis, and reporting.
6. Knowledge and experience in SAP ERP is preferred.
7. Familiarity with Purchase Orders, billing documentation, inventory transactions, and supplier/service provider coordination.
8. Strong analytical, monitoring, coordination, and problem-solving skills.
9. Good communication and interpersonal skills, with the ability to coordinate effectively with internal departments and external business partners.
10. Highly organized and detail-oriented, with the ability to manage multiple activities and deadlines.
11. Able to work effectively in a fast-paced manufacturing and supply chain environment.
12. Willing to coordinate with external tolling facilities and internal operational departments as required.