Job Description for Documentation Clerk

Responsibilities:

•       Review and process daily receiving and shipping records from operations personnel, ensuring all relevant information is accurate and complete.

•       Verify the accuracy and compliance of shipping documents with regulations such as IRAS and Singapore Customs.

•       Organise incoming and outgoing documents into categories (Overseas and Local), ensuring proper filing for efficient retrieval and tracking.

•       Assign job numbers and input data into spreadsheets for billing and GST verification.

•       Identify and report discrepancies in documentation, including missing documents or incorrect shipping details, to relevant teams.

•       Coordinate with freight forwarders to resolve discrepancies related to freight, permits, and invoices.

•       Maintain an organised documentation control system for both digital and physical records.

•       Oversee document retrieval, storage, and periodic reviews, ensuring compliance with company record-keeping policies and regulatory requirements for proper archiving or disposal.

•       Assist with ad-hoc administrative tasks as assigned by supervisors or management to support documentation and operational needs.

Requirements:

•       Strong attention to detail and ability to manage documentation efficiently.

•       Basic knowledge of data entry, record-keeping, and compliance requirements.

•       Proficiency in Microsoft Office (Excel, Word) and familiarity with accounting systems.

•       Good communication skills to coordinate with various departments and external vendors.

•       Ability to work independently and as part of a team.

•       Able to work overtime, if required, including after-office-hours and weekend support for permit checking (in addition to the 5.5 working days per week).

•       This position is based at the Ang Mo Kio warehouse.