Import-Export Documentation Executive

ARYAN SOLUTIONS PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading company in international trade is seeking an Import-Export Documentation Executive to manage trade documentation and ensure compliance with global regulations. The role requires strong coordination and communication skills, a solid understanding of international trade rules like UCP600, and hands-on experience in document management. Successful candidates will enjoy a fast-paced work environment and be the key link in facilitating cargo movement.

Qualifications

• Minimum 3–7 years of experience in import/export documentation, preferably in commodities or international trade.
• Strong understanding of UCP600, Incoterms, GAFTA, and FOSFA rules.
• Hands-on experience managing LC documentation and trade compliance.

Responsibilities

• Prepare and verify all pre-shipment and post-shipment documents.
• Ensure document submission under Letter of Credit (LC) within stipulated timelines.
• Maintain and update internal trackers for all ongoing trades.

Skills

Coordination

Communication

Attention to detail

Multitasking

Education

Diploma/Degree in International Trade, Logistics, Supply Chain, or related field

Tools

Digital trade platforms

Document management tools

Job description

Job Summary

We are seeking a meticulous and proactive Import-Export Documentation Executive to manage the full cycle of trade documentation and ensure compliance across international shipments. You will play a pivotal role in supporting smooth cargo movement—from pre-shipment preparation to post-shipment follow-up—while ensuring adherence to global trade regulations and documentary standards (UCP600, GAFTA, FOSFA, Incoterms).

Key Responsibilities

• Prepare and verify all pre-shipment and post-shipment documents, including invoices, packing lists, certificate of origin (COO), phytosanitary and fumigation certificates, bills of lading (BL), and LC-related paperwork.
• Liaise with shipping lines, freight forwarders, banks, inspection agencies, and stakeholders to ensure timely processing of documentation.
• Ensure document submission under Letter of Credit (LC), DP, or DA terms within stipulated timelines.
• Coordinate vessel bookings, port documentation, and vessel nominations.
• Ensure strict compliance with UCP600, GAFTA, FOSFA, and destination-specific regulations.
• Maintain and update internal trackers for all ongoing trades to ensure visibility and control.
• Manage communication with certifying bodies like SGS, Cotecna, Intertek, etc., for trade certification and inspection.
• Review LC clauses carefully and ensure documentation aligns with LC requirements to avoid discrepancies.
• Follow up with shipping lines and agents for original BL release and dispatch to buyers or consignees.
• Maintain digital and physical archives for audit readiness and traceability.
• Coordinate with internal finance, compliance, and trade desks to provide real-time updates on shipments and documentation status.

Requirements

• Diploma/Degree in International Trade, Logistics, Supply Chain, or a related field
• Minimum 3–7 years of experience in import/export documentation, preferably in commodities or international trade
• Strong understanding of UCP600, Incoterms, GAFTA, and FOSFA rules
• Hands-on experience managing LC documentation and trade compliance
• Proficiency with digital trade platforms and document management tools
• Strong coordination, communication, and attention to detail
• Ability to multitask and work under tight deadlines in a fast-paced environment

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