Documentation Specialist (Import / Export)

RENFOO PTE. LTD.; Singapore; On-site; SGD 50,000 - 75,000; Full time

Job summary

RENFOO PTE. LTD. is seeking a Documentation Specialist to manage all import/export shipping documentation and coordination to ensure smooth customs clearance and timely delivery.

You will prepare and check full sets of documents, coordinate with freight forwarders, carriers, and ERP systems. The role requires a Diploma or Degree in International Trade or Logistics, at least 2 years in shipping documentation, strong knowledge of Incoterms and customs regulations, and proficiency in MS Office and

Qualifications

• Diploma or Degree in International Trade, Logistics, or related field.
• Minimum 2 years in shipping documentation or freight forwarding preferred.
• Strong knowledge of international trade procedures and regulations.

Responsibilities

• Prepare, check, and process complete sets of shipping documents (Invoices, Packing Lists, B/L, customs forms).
• Coordinate with freight forwarders, shipping lines, and carriers for bookings and schedules.
• Handle import/export customs declarations and permits; resolve delays.
• Review Letter of Credit transactions and ensure clean documents.
• Maintain filing of trade contracts, shipping docs, and invoices in ERP systems.

Skills

Incoterms knowledge

Customs regulations

L/C documentation

Attention to detail

English/Mandarin communication

Education

Diploma/Degree in International Trade or Logistics

Tools

MS Office (Excel)

ERP system

Freight management system

Job description

Documentation Specialist (Import / Export)

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:

• 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.
• Shipment Coordination: Liaise closely with freight forwarders, shipping lines, and carriers for booking, freight rates, and vessel schedules.
• Customs Clearance & Compliance: Coordinate import/export customs declarations and permits. Resolve any shipment delays or customs issues proactively.
• 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.
• Data & Record Management: Maintain systematic filing of all trade contracts, shipping documents, and invoices. Ensure accurate data entry into the ERP/internal system.
• 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.
• Key Skills: 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.