(Singapore) Trade Compliance Executive Cum Admin & Logistics
Salary Range:
Job Summary
Responsible for independently managing import and export operations with a strong emphasis on customs compliance, accurate declarations, and adherence to Singapore Customs regulations. The role involves preparing, reviewing, and submitting customs permits through TradeNet, ensuring correct classification, valuation, and declaration of goods, including duties and GST. The incumbent assesses controlled goods requirements, coordinates permit applications with relevant regulatory authorities, and ensures all trade documentation is complete, accurate, and audit-ready. The position also requires hands-on experience in managing Certificate of Origin (COO) processes, including preparation, verification, and coordination with authorized issuing bodies to support preferential trade arrangements and ensure compliance with applicable rules of origin. Close coordination with internal stakeholders, freight forwarders, customs brokers, and external logistics partners is required to ensure timely cargo clearance, resolve customs-related issues, and minimize compliance risks. In addition, the role includes handling administrative and documentation-related tasks such as maintaining shipment records, filing and tracking customs permits, invoices, Certificates of Origin, and supporting documents, updating internal systems, preparing compliance-related reports, and providing administrative support for trade and logistics operations. The incumbent also supports internal compliance checks, audit preparation, and continuous improvement of import and export processes.
.png){kind=small}
Key Responsibilities:
(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.
Qualifications:
● Diploma or Bachelor’s degree in International Logistics , International Trade , Supply Chain Management, or a related field.
● Formal education or training in import & export operations, customs compliance, or trade documentation is an advantage.
Experience:
● Minimum 2-3 years of relevant experience in trade compliance, import & export operations, logistics coordination, or combined administrative and logistics roles.
● Hands-on experience in customs permit preparation and submission , preferably using Singapore TradeNet .
● Hands-on experience in Manufacturer application and COO application, for example through Singapore Customs, Singapore Chamber of Commerce & Industry (SCCI) and etc
● Experience handling trade and shipping documentation , including invoices, packing lists, Bills of Lading / Air Waybills, and Certificates of Origin (COO) .
● Prior experience coordinating with freight forwarders, customs brokers, logistics partners, or regulatory authorities is preferred.
Skillsets:
Optional Skillsets:
● Familiarity with Singapore Customs regulations , import/export procedures, and controlled goods requirements.
● Exposure to Certificate of Origin (COO) processes , including rules of origin and coordination with issuing bodies.
● Experience in coordinating workflows, managing documentation timelines, and supporting operational process improvements.
● Proactive mindset with willingness to suggest improvements to enhance efficiency and compliance.
● General understanding of the company’s industry, products, or international trade operations.