Imports and Export Trainee

JOB PURPOSE

• To provide administrative and operational support to the Imports & Exports Department by assisting with CMS system data entry, import and export documentation, data verification, filing, tracking and other routine activities.
• The trainee will support the department in managing increased workload arising from the implementation and expansion of the CMS system and growing import/export volumes, while gaining practical exposure to customs clearance and international trade operations.

KEY RESPONSIBILITIES

CMS System & Data Entry

• Assist with basic data entry and updates in the CMS system.
• Input and update import/export information accurately and on time.
• Assist with entering and updating IDF, customs declaration and clearance-related information as instructed.
• Verify information entered into the system against supporting documents.
• Identify missing, inconsistent or incorrect information and escalate to the responsible officer.
• Maintain accurate electronic records and databases.

Import & Export Documentation

• Assist in preparing, organizing and checking import/export documentation.
• Support the team in organizing documents such as:
• Invoices
• Packing lists
• Bills of Lading
• Airway Bills
• IDFs
• Customs entries
• Certificates and permits
• Delivery orders
• Other relevant clearance documents.
• Ensure documents are properly arranged and readily available for reference.
• Assist with scanning, filing and maintaining both electronic and physical records.

Data Verification & Documentation Control

• Cross-check product descriptions, quantities, values and other information against source documents.
• Assist in checking HS codes and applicable tax rates based on information provided by the responsible customs/clearing officer.
• Assist with checking declaration information before submission.
• Support the reconciliation of documents and data after customs declaration.
• Maintain proper records of completed transactions.

Customs Clearance Support

• Assist professional Imports & Exports personnel with routine customs-clearance activities.
• Follow up on assigned documentation and outstanding information.
• Assist in tracking the status of import/export shipments.
• Update shipment trackers and departmental reports.
• Escalate delays, discrepancies or unusual issues to the supervisor.

Shipment Tracking & Reporting

• Maintain daily import/export tracking records.
• Update shipment status and relevant milestones.
• Assist in preparing daily, weekly and monthly reports.
• Monitor outstanding documentation and follow up with relevant internal teams.
• Support the team in maintaining an updated database of ongoing and completed shipments.

General Departmental Support

• Assist with other routine administrative activities within the Imports & Exports Department.
• Support document retrieval during audits and internal reviews.
• Maintain confidentiality of company, supplier, shipment and customs information.
• Perform any other duties reasonably assigned by the supervisor.

QUALIFICATIONS

• Diploma or Bachelor's Degree in Supply Chain Management, Logistics, International Business, Procurement, Business Administration, Customs Administration, Transport & Logistics or a related field.
• Recent graduate or student undertaking relevant studies.
• Basic understanding of imports, exports, logistics or customs processes will be an added advantage.
• Basic computer proficiency, particularly Microsoft Excel and Word.
• Willingness to learn and work with computerized systems such as CMS, ERP or other logistics systems.

REQUIRED SKILLS & COMPETENCIES

• Strong attention to detail.
• Good communication skills.
• Ability to follow procedures and instructions.
• Ability to work under pressure and meet deadlines.
• Good teamwork and interpersonal skills.
• High level of integrity and confidentiality.
• Willingness to learn customs and international trade procedures.
• Basic Excel skills.
• Ability to handle repetitive tasks while maintaining accuracy.

EXPERIENCE

• 0–1 year of experience.
• Fresh graduates and students seeking practical exposure in imports, exports, customs clearance, logistics or supply chain operations are encouraged to apply.

Requirements:

• Diploma/Degree in Supply Chain, Logistics, International Business, Customs, Procurement, Business Administration or a related field.
• Fresh graduates are encouraged to apply.
• Good computer and Excel skills.
• Strong attention to detail and willingness to learn.
• Good communication, organization and teamwork skills.