Air Import Operations Assistant

EMPIRE BISON SINGAPORE PTE. LTD.; Singapore; On-site; SGD 27,900 - 44,640; Full time

Job summary

Empire Bison Singapore Pte. Ltd. is seeking an Air Import Operations Executive to coordinate air import shipments from pre-alert to final delivery at Changi Airfreight Centre, Singapore.

The role requires close coordination with customers, overseas agents, airlines, cargo terminals, and customs authorities to ensure accurate documentation and timely processing. The Executive will maintain full shipment visibility, prevent delays, and provide regular operational updates to customers and internal

Qualifications

• Diploma/NITEC-level qualification in logistics or related field.
• 1–3 years experience in air import operations.
• Knowledge of airfreight documentation, permits, and customs processes.
• Proficient in Microsoft Excel and English communication.

Responsibilities

• Coordinate air import shipments from pre-alert through final delivery.
• Review and verify airway bills, invoices, and documents.
• Coordinate with airlines, terminals, and customers for delivery.
• Ensure regulatory compliance and accurate documentation.
• Maintain shipment visibility and monitor timelines.
• Liaise with customs and permit coordinators as required.
• Monitor cargo retrieval, storage, and charges to minimise delays.
• Provide timely shipment updates to customers and internal teams.
• Record and report shipment data in operating systems.
• Escalate issues and manage exceptions efficiently.
• Support cost control and vendor coordination.
• Close out job files with complete documentation.

Skills

Communication in English

Attention to detail

Time management

Able to work under pressure

Education

Diploma / NITEC / Higher NITEC / GCE O-Level or equivalent in logistics or related field

Tools

Microsoft Excel

Microsoft Outlook

Logistics systems

Job description

Job Title: Air Import Operations Executive
Department: Airfreight Operations
Reporting To: Operations Manager / Airfreight Supervisor
Location: Changi Airfreight Centre, Singapore
Employment Type: Full-Time

Job Purpose

The Air Import OperationsExecutive is responsible for coordinating and managing air import shipmentsfrom pre-alert receipt through cargo clearance, terminal retrieval, warehousehandling, delivery, and final completion.

The role requires closecoordination with customers, overseas agents, airlines, cargo terminals,customs declarants, transporters, warehouse teams, and other service providersto ensure shipments are processed accurately, efficiently, and within the requiredtimelines.

The Executive is expected tomaintain full shipment visibility, prevent unnecessary storage or delays,ensure regulatory and documentation compliance, and provide timely operationalupdates to customers and internal stakeholders.

Key Responsibilities

1. Import Shipment Coordination

• Manage air import shipments from pre-alert receipt until final delivery or cargo release.
• Review shipment details, airway bills, cargo manifests, commercial invoices, packing lists, permits, certificates, and other supporting documents.
• Confirm shipment arrival details with airlines, cargo terminals, overseas agents, and customers.
• Monitor flight arrival, cargo availability, breakdown status, terminal release status, anddelivery requirements.
• Ensure shipment information is accurately recorded in the company’s operating system, spreadsheets, and customer portals.
• Identify urgent, time-sensitive, AOG, NFO, temperature-sensitive, dangerous goods, valuable, oversized, or special-handling shipments.
• Prioritise shipments based on customer requirements and operational deadlines.

2. Pre-Alert and Documentation Review

• Review import pre-alerts and ensure all required documents are received before cargo arrival.
• Verify master airway bill and house airway bill information, consignee details, shipment quantity, weight, dimensions, commodity, and handling instructions.
• Check documents for missing, incorrect, or inconsistent information.
• Request amendments or additional documentation from customers or overseas agents where required.
• Ensure cargo is not delayed due to incomplete or inaccurate documentation.
• Maintain proper records of shipment documents and customer instructions.

3. Customs Permit and Regulatory Coordination

• Coordinate with customs declarants for the preparation and submission of import permits.
• Provide accurate shipment details, invoices, HS codes, values, Incoterms, and supporting documents for permit declaration.
• Check import permit details before cargo clearance and retrieval.
• Ensure permits are valid and correctly matched to the relevant shipment.
• Coordinate permits for controlled, dutiable, taxable, temporary import, transshipment, or special cargo where applicable.
• Escalate customs, licensing, valuation, classification, or documentation issues promptly.
• Ensure compliance with Singapore Customs, Free Trade Zone, aviation security, and other applicable regulatory requirements.

4. Cargo Terminal and Airline Coordination

• Liaise with airlines and cargo terminals regarding cargo arrival, availability, discrepancy, damage, short-landed cargo, missing cargo, or irregular shipment status.
• Retrieve and monitor arrival notices, delivery orders, electronic delivery orders, and cargo release instructions.
• Coordinate terminal bookings, cargo collection slots, truck dock scheduling, and retrieval arrangements.
• Follow up on delayed breakdown, cargo holds, airline clearance issues, or terminal system problems.
• Ensure cargo is collected promptly to minimise terminal storage, demurrage, and other avoidable charges.
• Escalate shipments approaching free-storage expiry or operational deadlines.

5. Warehouse and Transport Coordination

• Coordinate cargo retrieval from cargo terminals and delivery to the company warehouse, customer premises, or designated location.
• Provide clear instructions to drivers, transport contractors, and warehouse personnel.
• Confirm vehicle requirements, collection timing, cargo dimensions, weight, equipment needs, and access restrictions.
• Arrange appropriate vehicles for standard, oversized, temperature-sensitive, valuable, or special cargo.
• Coordinate cargo receiving, checking, breakdown, segregation, staging, storage, and release within the warehouse.
• Monitor proof of delivery and ensure completed documents are returned promptly.
• Update customers and internal teams on collection and delivery progress.

6. Cargo Condition and Irregularity Management

• Ensure cargo condition is checked during terminal retrieval, warehouse receiving, and final delivery.
• Instruct drivers and warehouse personnel to record visible damage, wet cargo, torn packaging, crushed cartons, broken pallets, loose wrapping, or quantity discrepancies.
• Arrange photographs, surveys, damage reports, discrepancy reports, or cargo inspection where required.
• Ensure damaged cargo is not released without the necessary acknowledgement, approval, survey, or documentation.
• Notify customers immediately of cargo damage, shortage, overage, misrouting, or other irregularities.
• Maintain records for potential claims, investigations, corrective actions, and customer reporting.

7. Customer Service and Shipment Updates

• Provide timely and accurate shipment updates to customers.
• Respond professionally to customer enquiries regarding arrival, clearance, collection, delivery, storage, and documentation.
• Inform customers promptly of delays, documentation problems, customs issues, cargo damage, terminal congestion, or additional charges.
• Provide proposed solutions and recovery actions instead of only reporting problems.
• Maintain clear records of customer instructions and operational communications.
• Ensure customer-specific standard operating procedures and service requirements are followed.

8. Shipment Monitoring and Exception Management

• Maintain a daily shipment monitoring list for all active air import shipments.
• Track shipments from flight departure through arrival, availability, retrieval, delivery, and completion.
• Identify shipments requiring immediate attention and elevate operational risks.
• Monitor cargo free-storage periods and avoid preventable storage charges.
• Follow up on pending permits, missing documents, unavailable cargo, unpaid charges, or outstanding delivery instructions.
• Maintain visibility of cargo remaining at terminals or in the warehouse.
• Escalate long-dwelling or uncollected cargo to management.

9. Cost Control and Vendor Coordination

• Obtain and verify charges from airlines, cargo terminals, transporters, warehouses, customs declarants, and other service providers.
• Ensure third-party costs are supported by proper documentation.
• Check that additional charges are communicated and approved where required.
• Identify avoidable storage, waiting time, failed collection, permit amendment, redelivery, or handling charges.
• Assist with vendor performance monitoring and service issue resolution.
• Ensure operational costs are correctly recorded for billing and profitability review.

10. Billing and Job File Completion

• Ensure all operational activities and chargeable services are correctly recorded.
• Provide complete job cost information to the finance or billing team.
• Verify charges for terminal handling, permits, transportation, storage, manpower, special handling, surveys, and other services.
• Ensure supplier invoices are matched to the correct shipment.
• Close completed job files promptly after delivery and receipt of all supporting documents.
• Maintain complete records for billing, audit, customer disputes, and management review.

11. Reporting and Record Management

• Prepare daily, weekly, or monthly operational reports as required.
• Maintain records of shipment volumes, delays, storage cases, cargo discrepancies, failed collections, and delivery performance.
• File airway bills, permits, invoices, proof of delivery, photographs, terminal documents, and correspondence.
• Ensure records are organized, traceable, and available for audits or investigations.
• Support management in reviewing service performance and recurring operational issues.

12. Safety, Security and Compliance

• Comply with company procedures, customer SOPs, aviation security requirements, Free Trade Zone regulations, and workplace safety requirements.
• Protect confidential customer, shipment, commercial, and security-related information.
• Report suspected cargo tampering, document irregularities, security concerns, or unauthorised access.
• Ensure restricted or special cargo is handled only by authorised personnel.
• Participate in safety briefings, operational meetings, training, audits, and corrective-action reviews.
• Support compliance with applicable certifications, licences, and industry requirements.

Key Performance Indicators

Performance may be measured against the following:

• Timeliness of cargo retrieval and delivery.
• Number of shipments incurring avoidable storage charges.
• Accuracy of shipment data and documentation.
• Permit and customs declaration accuracy.
• Customer update response time.
• Percentage of shipments completed within the required timeline.
• Number of missed collections, failed deliveries, or operational errors.
• Accuracy and completeness of proof of delivery and job files.
• Billing and job closure turnaround time.
• Handling of cargo damage and shipment discrepancies.
• Compliance with customer SOPs and regulatory requirements.
• Customer satisfaction and complaint levels.

Requirements

• Diploma, NITEC, Higher NITEC, GCE O-Level, or equivalent qualification in logistics, supply chain, business administration, or a related field.
• 1-3 Years Experiencein Air Import
• Fresh candidates with relevant logistics training may be considered.
• Knowledge of airfreight documentation, airway bills, delivery orders, import permits, customs clearance, and cargo terminal procedures is advantageous.
• Familiarity with Singapore Customs, TradeNet, Free Trade Zone, SATS, DNATA, or Changi Airfreight Centre operations is preferred.
• Proficient in Microsoft Excel, Microsoft Outlook, and logistics operating systems.
• Able to communicate clearly and professionally in written and spoken English.
• Strong attention to detail and ability to manage multiple shipments simultaneously.
• Able to work under pressure and respond to time-critical operational situations.
• Willing to work overtime, weekends, public holidays, rotating shifts, or after office hours when operationally required.