Documentation Clerk

ESMAIL & AHMED BROTHERS (1922) PRIVATE LIMITED; Singapore; On-site; SGD 27,000 - 40,000; Full time

Job summary

ESMAIL & AHMED BROTHERS (1922) PRIVATE LIMITED seeks a Documentation Clerk to join its international trade operations team. You will prepare, review, verify, and process import/export documentation, ensuring compliance with trade regulations and shipping timelines for global movement of goods.

You will coordinate with customs brokers, freight forwarders, and internal teams to resolve discrepancies, maintain records, and monitor shipments from origin to delivery.

Responsibilities

• Document Preparation & Verification: Prepare and check accurate shipping documents, including Bills of Lading, Air Waybills, Invoices, Packing Lists, Certificates of Origin, Insurance Certificates, and Purchase Orders.
• Customs & Trade Compliance: Coordinate with customs brokers and trade officials to complete customs declarations, export/import filings, and license compliance.
• Payment & Trade Finance Documents: Assist in preparing and processing letters of credit, documents against payment, and documents against acceptance with banks.
• Liaison & Communication: Communicate with freight forwarders, shipping lines, port authorities, overseas vendors, and internal teams to track shipments and resolve discrepancies.
• Records Management: Maintain up-to-date physical and digital archives for shipment records and compliance logs.
• Shipment Tracking: Monitor statuses from origin to delivery and update stakeholders.

Job description

Job Overview

We are seeking a detail-oriented and organized Documentation Clerk to join our international trade operations team. In this role, you will be responsible for preparing, reviewing, verifying, and processing all critical import and export documentation. You will ensure full compliance with international trade regulations, customs requirements, and shipping timelines to facilitate the smooth movement of goods globally.

Key Responsibilities

• Document Preparation & Verification: Prepare and check accurate shipping documents, including Bills of Lading (B/L), Air Waybills (AWB), Commercial Invoices, Packing Lists, Certificates of Origin, Insurance Certificates, and Purchase Orders.

• Customs & Trade Compliance: Coordinate with customs brokers and trade officials to complete customs declarations, export/import filings, and license compliance (e.g., AES, HS Code classification).

• Payment & Trade Finance Documents: Assist in preparing and processing Letters of Credit (L/C), Documents Against Payment (D/P), and Documents Against Acceptance (D/A) in coordination with banking institutions.

• Liaison & Communication: Communicate daily with freight forwarders, shipping lines, port authorities, overseas vendors, and internal sales/warehouse teams to track shipments and resolve documentation discrepancies.

• Records Management: Maintain up-to-date physical and digital file archives for all shipment records, audit trails, and compliance logs in accordance with company policy and legal standards.

• Shipment Tracking: Monitor shipment statuses from origin to final delivery, proactively identifying potential delays and updating relevant stakeholders.