Shipping & Documentation Assistant Manager

kimberley consulting pte. ltd.; Singapore; On-site; SGD 50,000 - 90,000; Full time

Job summary

Kimberley Consulting Pte. Ltd. in Singapore seeks a Shipping & Documentation Assistant Manager to coordinate shipment activities and prepare export/import documentation. You will liaise with origins, banks, suppliers and customers to ensure timely delivery while complying with trade regulations and company policies.

The role requires five years of experience in shipping/logistics, LC handling, and strong Incoterms knowledge, with proficiency in MS Office and meticulous attention to detail.

Qualifications

• Diploma or equivalent; five years in shipping/logistics or international trade operations.
• Experience handling Letters of Credit and documentary collections preferred.
• Strong knowledge of Incoterms and export/import documentation requirements.

Responsibilities

• Coordinate shipment activities from booking to final delivery with origins, warehouses, suppliers and customers.
• Prepare, review and process shipping documentation including invoices, packing lists, Bills of Lading and LC documentation.
• Monitor shipment schedules, track shipments, and manage delays or exceptions to ensure on-time delivery.
• Liaise with banks regarding LC presentation, discrepancies and payment status; ensure regulatory compliance.
• Maintain accurate shipping records and communicate shipment status to customers and suppliers.

Skills

International shipping procedures

Incoterms

Export/import documentation

LC and UCP 600

Excel

Education

Diploma or equivalent

Tools

MS 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.