Export Documentation Team Lead

PEOPLE PROFILERS PTE. LTD.; Singapore; On-site; SGD 67,000 - 100,000; Full time

Job summary

People Profilers Pte. Ltd. is seeking an Export Documentation Team Lead to oversee end-to-end export documentation, ensure regulatory compliance, and drive process improvements.

This role requires a minimum Higher Diploma or equivalent certification and at least five years in export documentation. You will mentor staff, coordinate with Shipping and Logistics, liaise with customers to resolve issues, and maintain meticulous records for audits and KPI tracking.

Qualifications

• Minimum Higher Diploma or relevant professional certification.
• At least 5 years of experience in export documentation or a related field.
• In-depth knowledge of export regulations and compliance requirements.
• Proficiency in export documentation software and systems.
• Self-motivated, with strong problem-solving skills and a high level of attention to detail.
• Excellent communication and interpersonal skills.

Responsibilities

• Prepare and manage export documents including invoices, packing lists, L/C documents, certificates of origin, and related declarations.
• Stay updated with changes to international trade regulations and shipping documentation requirements.
• Identify compliance risks related to shipping documentation and address them appropriately.
• Develop and implement procedures to mitigate risks and ensure accuracy and completeness.
• Coordinate with internal stakeholders (Shipping, Logistics) and liaise with customers to resolve documentation issues.
• Maintain accurate digital and physical records; enable periodic auditing by external bodies.
• Analyze workflows, implement process improvements, and collaborate with IT and IAS teams to improve systems and KPIs.

Skills

Communication skills

Interpersonal skills

Problem solving

Attention to detail

Export documentation software

Task management

Education

Higher Diploma or relevant certification

Tools

Export documentation software

Job description

Export Documentation Team Lead

Key Responsibilities

Document Preparation and Compliance Management

• Prepare and manage pre- and post-shipment documents, including commercial invoices, packing lists, letters of credit (L/C) documents, importing-country certificates, customs and insurance declarations, certificates of origin, and other documents required by customers.
• Keep up to date with changes to international trade regulations and shipping documentation requirements.
• Identify potential compliance risks relating to shipping documentation and take appropriate action to address them
• Develop and implement procedures to mitigate compliance risks and ensure documentation is accurate and complete.

Stakeholder Coordination and Issue Resolution

• Coordinate with internal stakeholders, including Shipping, Logistics and
• Liaise with customers and external parties to obtain required information and resolve documentation issues or discrepancies.

Data Accuracy, Records and Document Maintenance

• Maintain accurate digital and physical records of export documentation and related correspondence to prevent delays and customs issues.
• Ensure records are organised and available for periodic document vouching by external auditors.

Process Re-engineering and Optimisation

• Analyse existing export documentation workflows and identify inefficiencies.
• Develop and implement process improvements to streamline document processing and improve accuracy, turnaround time and cost-effectiveness.
• Collaborate with IT, Logistics and IAS teams to improve system integration for export documentation.
• Establish and monitor key performance indicators (KPIs) to measure and improve process effectiveness.

Team Collaboration and Training

• Train and mentor shipping staff on documentation procedures and compliance standards.
• Assist in developing and implementing relevant policies and procedures.

Requirements

• Minimum Higher Diploma or relevant professional certification.
• At least 5 years of experience in export documentation or a related field.
• In-depth knowledge of export regulations and compliance requirements.
• Proficiency in export documentation software and systems.
• Self-motivated, with strong problem-solving skills and a high level of attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage varied tasks requiring different skills in a productive and effective manner.