Shipping & Documentation Assistant Manager

Kimberley Consulting Pte Ltd; Singapore; On-site; SGD 48,000 - 60,000; Full time

Job summary

Kimberley Consulting Pte Ltd in Singapore seeks a Shipping & Documentation Assistant Manager to coordinate shipment activities, prepare and verify export/import documentation, and liaise with origins, shipping lines, banks, suppliers, and customers to ensure timely delivery of goods.

Responsibilities include monitoring shipment schedules, managing LC documentation, ensuring compliance with international trade regulations, and maintaining accurate records.

Qualifications

• Diploma or equivalent.
• 5 years of experience in shipping, logistics, export documentation, or international trade operations.
• Experience handling Letters of Credit and documentary collections preferred.

Responsibilities

• Coordinate shipment instructions and ensure accurate shipment execution.
• Prepare, review, and process shipping documentation (Invoices, Packing Lists, Bills of Lading, Certificates of Origin, etc.).
• Liaise with origins, warehouses, banks, suppliers and customers to ensure timely delivery.
• Monitor LC expiry dates, shipment deadlines, and presentation periods.
• Ensure compliance with international trade regulations and internal procedures.

Skills

Attention to detail

Time management

Communication

Problem solving

Education

Diploma or equivalent

Tools

Excel

Microsoft Office

Job description

Position: Shipping& Documentation Assistant Manager

Department: Cotton

Job Purpose

The Shipping &Documentation Assistant Manager is responsible for coordinating shipmentactivities, preparing and verifying export/import documentation, liaising withOrigins, shipping lines, banks, suppliers, and customers to ensure smooth andtimely delivery of goods while complying with international trade regulations,contractual requirements, and company policies.

KeyResponsibilities

ShippingCoordination

• Follow upand verify shipping instructions and ensure accurate shipment execution.
• Coordinatewith Origins, warehouses, suppliers to ensure cargo readiness.
• Monitorshipment schedules and ensure timely dispatch of cargo.
• Trackshipments and proactively manage delays, transshipments, and exceptions.
• Coordinatewith Origins on export and import shipments from booking through to finaldelivery.
• Monitorand ensure that the shipment-to-payment cycle for all shipments is completedwithin the target cycle time.

DocumentationManagement

1. Ensure documentation complies with contract terms,customer requirements, and country-specific regulations.
2. Maintain accurateshipping records and document filing systems.
3. Prepare, review, andprocess shipping documentation, including:

• Commercial Invoices
• Packing Lists
• Bills of Lading
• Certificates of Origin
• Insurance Certificates
• PhytosanitaryCertificates
• BeneficiaryCertificates
• Other shipping andtrade-related documents

Letter of CreditDocumentation

• Reviewsales contracts and Letters of Credit to ensure compliance.
• Monitor LCexpiry dates, shipment deadlines, and presentation periods.
• Prepareand submit LC negotiation documents within stipulated timelines.
• Liaisewith banks regarding document presentation, discrepancies, and payment status.
• Resolvedocumentation discrepancies to facilitate smooth collection of payment.

Customer &Supplier Coordination

• Communicateshipment status and documentation updates to customers.
• Coordinatewith Origins, agents, and customers regarding shipment arrangements.
• Respondpromptly to customer enquiries relating to shipping and documentation matters.

Compliance &Regulatory Requirements

• Ensurecompliance with international trade regulations and company procedures.
• Complywith import requirements and customs regulations for destination countries.
• Maintaincompliance with internal audit and record retention requirements.

Qualifications& Experience

Education

Diploma or equivalent.

Experience

• 5 years ofexperience in shipping, logistics, export documentation, or international tradeoperations.
• Experiencehandling Letters of Credit and documentary collections is preferred.
• Working ina trading industries environment is an advantage.

Skills &Competencies

Technical Skills

• Strongknowledge of international shipping procedures and Incoterms.
• Familiaritywith export and import documentation requirements.
• Understandingof Letter of Credit processes and UCP 600 guidelines.
• Proficiencyin Microsoft Office applications, particularly Excel.

Soft Skills

• Strongattention to detail and accuracy.
• Excellenttime-management skills.
• Effectivecommunication and interpersonal skills.
• Ability towork under pressure and meet tight deadlines.
• Problem-solvingand analytical thinking.
• Ability to manage multiple shipments and priorities simultaneously.

Key PerformanceIndicators (KPIs)

• Timely shipment execution.
• Accuracy of shipping and LCdocumentation.
• Reduction in documentationdiscrepancies.
• On-time submission of bankingdocuments.
• Compliance with customer andregulatory requirements.
• Customer satisfaction andresponsiveness.