(1) Office Administration & General Operations Support

● Provide proactive administrative support to ensure smooth daily office and operational activities.

● Manage office supplies, equipment, and inventory; monitor usage and place replenishment orders when required.

● Coordinate office maintenance, servicing, and liaise with vendors or service providers to maintain a conducive working environment.

● Handle incoming calls, emails, courier deliveries, mail, and general correspondence in a professional and timely manner.

● Receive parcels, verify quantities and condition, and store items in designated areas in accordance with internal procedures.

● Arrange and coordinate logistics for meetings, including room setup, calendar invitations, Zoom meetings, catering, and audiovisual equipment.

● Schedule and coordinate meetings, appointments, and events (physical and virtual).

● Prepare necessary arrangements for visitor visits, including invitation letters, reception, and on-site assistance.

● Arrange travel and accommodation for staff or visitors as required.

● Perform word processing tasks such as drafting correspondence, reports, memos, presentations, and internal documents.

● Maintain proper physical and electronic filing systems to ensure accurate record-keeping and easy retrieval.

(2) Documentation & Records Management

● Maintain, file, and track trade, logistics, and administrative documents in both physical and electronic formats.

● Manage shipment-related documentation, including customs permits, invoices, packing lists, Bills of Lading / Air Waybills, Certificates of Origin, and supporting documents.

● Ensure all documentation is complete, accurate, properly filed, and audit-ready in accordance with internal controls and compliance requirements.

● Maintain accurate records and internal databases with a high level of confidentiality and data integrity.

● Support documentation preparation for internal reviews, compliance checks, and external audits.

● Create and maintain spreadsheets, trackers, and presentations related to trade, logistics, and administrative operations.

(3) Trade Compliance & Customs Operations

● Independently manage import and export operational activities in compliance with Singapore Customs regulations and internal SOPs.

● Prepare, review, and submit customs permits via TradeNet, ensuring accurate HS classification, customs valuation, country of origin declaration, and correct declaration of duties and GST.

● Assess whether goods fall under controlled or regulated categories and coordinate permit applications with relevant regulatory authorities where required.

● Monitor permit status, shipment clearance, and follow up on customs-related issues to ensure timely cargo release.

● Maintain up-to-date knowledge of Singapore customs laws, regulations, export controls, sanctions, and tariff requirements.

● Support internal compliance checks, risk mitigation activities, and audit preparation related to import and export operations.

(4) Certificate of Origin (COO) & Logistics Coordination

● Handle Certificate of Origin (COO) processes, including preparation, verification, submission, and follow-up with authorized issuing bodies.

● Ensure COO documentation complies with applicable rules of origin and supports preferential trade arrangements where applicable.

● Coordinate with suppliers, freight forwarders, customs brokers, and logistics partners for shipment planning and execution.

● Verify shipment details and ensure consistency across customs permits, COO, and supporting trade documents.

● Ensure all import and export documentation is properly prepared to support smooth logistics operations and regulatory compliance.

(5) Communication & Stakeholder Coordination

● Liaise professionally with internal stakeholders, government agencies, freight forwarders, customs brokers, suppliers, service providers, and logistics partners.

● Support cross-departmental coordination to ensure smooth workflow and information flow for trade and logistics activities.

● Handle inquiries and requests from internal and external parties promptly, accurately, and professionally.

● Provide documentation and administrative support for vendor assessments, compliance reviews, and operational coordination.

(6) Ad-hoc & Management Support

● Provide administrative and trade/logistics operational support to management as assigned. ● Assist in continuous improvement initiatives for trade, logistics, documentation, and administrative processes.

● Perform ad-hoc duties as required to support the wider team and ensure efficient daily operations.

Hardwares

Circulators

Detectors

Isolators

Custom Services

RF Tools

Software Licenses

Support

Email:

sales@filpal.com support@filpal.com

Visit:

MY: Second Floor, GBS TechSpace, Silicon Research & Incubation Space, Bayan Lepas Industrial Park, 11900 Bayan Lepas, Penang

SG: 10 Ubi Crescent #03-19 Ubi Techpark Singapore 408564

sales@filpal.com
support@filpal.com