Export Documentation Officer

Role & responsibilities

Export Documentation Management:

• Prepare and manage all necessary export documents (commercial invoices, packing lists, certificates of origin, bills of lading, etc.).
• Ensure that all export documentation is accurate, complete, and submitted on time to avoid delays.
• Verify that all export documents comply with international regulations and the laws of the destination country.

Coordination with Shipping and Logistics:

• Collaborate with logistics and shipping departments to ensure timely and safe delivery of goods.
• Monitor shipments and communicate updates regarding the status of export orders.
• Work closely with freight forwarders, carriers, and customs brokers to ensure compliance with export procedures and efficient transport of goods.

Customs Compliance:

• Ensure all export shipments meet the necessary customs clearance requirements in both the exporting and importing countries.
• Maintain knowledge of international trade regulations and tariff codes to facilitate smooth customs processes.
• Assist with the preparation and submission of customs documentation to avoid any customs-related delays.

Communication with Clients and Suppliers:

• Serve as a point of contact for customers regarding export documentation and shipping details.
• Resolve documentation-related queries from clients, suppliers, and other stakeholders.
• Ensure that all export documentation is sent to the customer in a timely manner and meets their specific requirements.

Data Entry and Record-Keeping:

• Maintain and update export documentation records in a systematic manner, ensuring easy retrieval when necessary.
• Ensure that all export-related documents are securely stored for future reference and in accordance with company policies.

Invoice and Payment Processing:

• Prepare and manage export invoices, ensuring they align with the terms of the sale and reflect the correct goods and services.
• Work with the finance team to verify payment status and resolve any discrepancies.

Problem Resolution:

• Address and resolve any issues or discrepancies related to export documentation or shipments.
• Liaise with customs authorities, government agencies, and stakeholders to resolve disputes or compliance concerns quickly.

Reporting:

• Provide regular reports on export documentation, shipment status, and any potential delays to senior management.
• Track export orders and provide updates on the delivery timeline.

Preferred candidate profile

Educational Requirements:

• A degree in International Business, Logistics, Supply Chain Management, or a related field is preferred.

Experience:

• 2-3 years of experience in export documentation or international trade operations.
• Familiarity with international trade regulations, Incoterms, and shipping processes.

Skills:

• Strong organizational and attention-to-detail skills.
• Excellent communication skills (both written and verbal).
• Knowledge of export documentation software and ERP systems.
• Ability to work under pressure and meet deadlines.
• Proficiency in Microsoft Office Suite (Excel, Word, etc.).

Additional Requirements:

• Familiarity with customs procedures and requirements.
• Knowledge of freight forwarding, cargo handling, and logistics processes.
• Ability to work independently and as part of a team.

Working Hours:

• Monday to Friday - 07.00am to 04.00pm
• Saturday - 07.00am to 11.00am
• Closed on Sundays and Public holidays (as per Singapore Public holidays)