Shipping Documentation & Admin

Melt-Ex Pte Ltd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A logistics company in Singapore is seeking a candidate for administrative support to prepare sales contracts, manage shipping documents, and liaise with suppliers. The role involves maintaining organized filing systems and coordinating closely with various teams to ensure seamless operations. The ideal candidate should have excellent organizational skills and strong communication abilities.

Responsibilities

• Draft, format, and issue sales contracts and proforma invoices for customers.
• Maintain a well-organized filing system for commercial and financial documents.
• Coordinate and compile necessary shipping documents.
• Complete applications for Certificates of Origin.
• Visit banks to submit or collect shipping and trade documents.
• Receive and check supplier invoices for processing.
• Communicate and follow up with suppliers for timely delivery.
• Coordinate with sales, logistics, and finance teams.

Job description

Key Responsibilities

• Prepare Sales Contracts and Proforma Invoices – Draft, format, and issue sales contracts and proforma invoices accurately and in a timely manner for local and international customers.
• Document Filing and Organization – Maintain a well-organized physical and digital filing system for all commercial, shipping, and financial documents.
• Prepare Shipping Documents – Coordinate and compile all necessary shipping documents including packing lists, commercial invoices, weight list, certificate of analysis etc.
• Certificate of Origin Preparation – Complete and submit applications for Certificates of Origin at the Chamber of Commerce and ensure timely collection.
• Bank Liaison Duties – Visit the bank when required to submit or collect shipping and trade documents (LCs, document collections, etc.).
• Supplier Invoice Management – Receive, check, and share supplier invoices with the finance department for processing.
• Coordination with Suppliers – Communicate and follow up with suppliers to ensure smooth workflow, timely delivery of goods, and proper documentation.
• Interdepartmental Coordination – Coordinate closely with sales, logistics, and finance teams to ensure seamless flow of information and documentation.