Documentation Specialist (Import / Export)

RENFOO PTE. LTD.; Santo Niño 1st; On-site; PHP 2,078,000 - 3,266,000; Full time

Job summary

RENFOO PTE. LTD. invites a Documentation Specialist (Import/Export) to manage full shipping documentation and coordinate with freight forwarders to ensure smooth customs clearance and on-time delivery.

You will prepare invoices, packing lists, B/Ls and customs forms, handle LC transactions when applicable, maintain ERP data, and liaise with Sales, Procurement, Warehouse, and Finance. English fluency is required; Mandarin is a plus.

Qualifications

• Diploma or degree in International Trade, Logistics, SCM, Business Admin, or related.
• Minimum 2 years in shipping docs or freight forwarding.
• Hands-on with full-set import/export procedures preferred.
• Strong knowledge of Incoterms, customs regulations and trade procedures.
• Familiarity with L/C applications and banking documentation.
• Excellent English; Mandarin a plus.
• Proficient in MS Office (Excel) and ERP/freight systems.

Responsibilities

• Prepare and process complete shipping documents (invoices, packing lists, B/L, customs forms).
• Coordinate with freight forwarders, shipping lines, and carriers for bookings.
• Coordinate import/export customs declarations and permits; resolve delays.
• Review and handle L/C transactions, ensuring clean documents for bank negotiation.
• Maintain filing of trade contracts, shipping docs, and invoices; data entry into ERP.
• Coordinate with Sales, Procurement, Warehouse, and Finance on shipments.

Skills

International Trade Procedures

Incoterms

Customs Regulations

Letter of Credit (L/C)

MS Office (Excel)

ERP / Freight Systems

English Proficiency

Mandarin Proficiency

Education

Diploma/Degree in International Trade or related

Tools

ERP/Freight Software

Job description

Documentation Specialist (Import / Export)

Work Location & Hours

• Work Location:Central / Downtown Core (Within5 minutes' walking distancefromRaffles 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.