Import-Export Documentation Executive

GRAINS AND SPICES PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in the trading industry is seeking an Import-Export Documentation Executive to manage trade documentation and compliance for international shipments. The successful candidate will be diligent and proactive, responsible for ensuring accurate processing of documentation and adhering to compliance norms. This role offers exposure to global commodity trading in a collaborative and vibrant office environment.

Benefits

Collaborative and high-energy office

Learning exposure to global commodity trading

Frequent team lunches

Qualifications

• Minimum 3 years of experience in import-export documentation, preferably in agri-commodities.
• Strong understanding of international shipping terms and compliance norms.
• Good written and verbal communication skills in English.

Responsibilities

• Prepare and verify pre-shipment and post-shipment documents.
• Liaise with shipping lines, freight forwarders, and banks.
• Ensure compliance with GAFTA, FOSFA, and destination port requirements.

Skills

Import-export documentation

Letter of Credit (LC)

Incoterms

UCP600

Compliance norms

MS Excel

Communication skills

Tools

Trade ERP systems

Dropbox/Google Drive

Job description

Job Title: Import-Export Documentation Executive

Location: Parkway Parade, Singapore
Company: Grains and Spices Pte Ltd
Experience: 3–7 years in international trade documentation
Reporting To: Director – Trade & Compliance

Job Summary

We are looking for a meticulous and proactive Import-Export Documentation Executive to manage end-to-end trade documentation and compliance for international shipments. You will be the backbone of smooth cargo movement, from booking to BL to payment, and must be hands-on with UCP600, Incoterms, and digital trade practices.

Key Responsibilities

Prepare and verify pre-shipment and post-shipment documents (Invoices, Packing Lists, COO, Phyto, Fumigation, BL, LC documents, etc.)
Liaise with shipping lines, freight forwarders, banks, and third-party inspection agencies
Ensure timely submission of documents to banks under LC or DP/DA terms
Coordinate bookings, vessel nominations, and port documentation
Ensure compliance with GAFTA, FOSFA, UCP600, and destination port requirements
Manage and update internal documentation tracker for all live trades
Handle SGS, Cotecna, Intertek, and other certifying agency coordination
Review LC clauses and ensure document compliance as per LC terms
Follow up for original BL release and dispatch to buyers/consignees
Maintain digital archives of all trade-related documents for audits
Coordinate with finance and trade desks for real-time trade updates

Key Requirements

• Min. 3 years of experience in import-export documentation, preferably in agri-commodities or bulk goods

• Strong understanding of Letter of Credit (LC), Incoterms, UCP 600, and international shipping terms

• Knowledge of GAFTA/FOSFA contracts and compliance norms

• Proficient in MS Excel, Dropbox/Google Drive, and trade ERP systems

• Ability to multi-task, handle pressure, and meet tight deadlines

• Good written and verbal communication skills (English is a must)

• Bonus: Experience working with ASEAN, Indian subcontinent, or African buyers/sellers

Nice to Have

• Experience in commodity trading firms or freight forwarding/logistics

• Knowledge of Singapore Customs procedures

• Familiarity with digital trade platforms (TradeTrust, Tradelens, etc.)

Perks & Culture

• A collaborative and high-energy office with a strong ethical backbone

• Learning exposure to global commodity trading

• Great coffee, frequent team lunches, and meaningful work!