Documentation Specialist/SHIPPING ASSISTANT

RENFOO PTE. LTD.; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

RENFOO PTE. LTD. is seeking a Documentation Specialist (Import/Export) in Central/Downtown Core, Singapore. You will manage end-to-end shipping documentation and coordinate with freight forwarders to ensure timely clearance and delivery.

The role requires a Diploma/Degree in a related field and at least 2 years of experience in shipping documents. Proficiency in MS Office and ERP systems, with strong English communication and attention to detail, is essential.

Qualifications

• Diploma or Degree in International Trade, Logistics, Supply Chain Management, Business Administration required.
• Minimum 2 years of shipping documentation or freight forwarding experience.
• Experience with import/export procedures and clear understanding of Incoterms is essential.

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, rates, and vessel schedules.
• Handle import/export customs declarations and permits; resolve delays or issues quickly.
• Review and manage Letter of Credit transactions; ensure clean documents for bank negotiation.
• Maintain accurate filing of trade contracts, shipping docs and invoices; data entry into ERP or freight system.
• Coordinate with Sales, Procurement, Warehouse, and Finance to align schedules and payment statuses.

Skills

International trade procedures

Incoterms

Customs regulations

L/C familiarity

MS Office

ERP systems

English proficiency

Mandarin communication

Education

Diploma or Degree in International Trade, Logistics, Supply Chain Management, Business Administration

Tools

MS Office

ERP systems

Freight management systems

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.