Documentation Specialist (Import / Export) Job Responsibilities

Work Location & Hours

• Work Location: Central / Downtown Core (Within 5 minutes' walking distance from Raffles Place MRT)

• Working Hours: Monday to Friday, 9:30 AM – 6:30 PM (Enjoy a smoother morning commute!)

As a Documentation Specialist, you will manage the full spectrum of import/export shipping documentation and coordination to ensure smooth customs clearance and timely delivery. Your key responsibilities include:

1. Documentation Preparation: Prepare, check, and process complete sets of shipping documents, including Commercial Invoices, Packing Lists, Bill of Lading (B/L)and customs declaration forms.

2. Shipment Coordination: Liaise closely with freight forwarders, shipping lines, and carriers for booking, freight rates, and vessel schedules.

3. Customs Clearance & Compliance: Coordinate import/export customs declarations and permits. Resolve any shipment delays or customs issues proactively.

4. Letter of Credit (L/C): (If applicable) Review and handle Letter of Credit transactions, ensuring strictly "clean" documents for bank negotiation and timely collection of payment.

5. Data & Record Management: Maintain systematic filing of all trade contracts, shipping documents, and invoices. Ensure accurate data entry into the ERP/internal system.

6. Cross-functional Communication: Coordinate with Sales, Procurement, Warehouse, and Finance teams to align on shipment schedules and payment statuses.

## Job Requirements

• Education: Diploma or Degree in International Trade, Logistics, Supply Chain Management, Business Administration, or a related discipline.

• Experience: Minimum 2 years of experience in shipping documentation or freight forwarding. Prior hands-on experience in full-set import and export procedures is highly preferred.

• Key Skills:

  • Strong knowledge of international trade procedures, Incoterms, and customs regulations.

  • Familiarity with Letter of Credit (L/C) applications and banking documentation processes is an added advantage.

• Language Proficiency: Excellent command of written and spoken English . Ability to communicate in a second language (Mandarin) to liaise with overseas suppliers/vendors is a plus.

• Technical Skills: Proficient in MS Office (especially Excel) and experienced with ERP or freight management systems.

• Attributes: Exceptional attention to detail (highly meticulous), well-organized, and able to work independently under tight deadlines.