JOB DESCRIPTION - IMPORT & EXPORT MANAGER

Position Summary

The Import & Export Manager is responsible for planning, coordinating and controlling the company's international import and export activities for fresh fruits and related products.

The Manager must ensure that shipments are properly documented, legally compliant, cost-effective and delivered on time while maintaining product freshness and an uninterrupted cold chain. This is a critical position responsible for preventing customs delays, shipment losses, spoilage, penalties, documentation errors and supply disruptions.

Key Responsibilities

1. Import and Export Operations

• Plan and coordinate all import and export shipments from order confirmation until final delivery.
• Arrange transportation by sea, air or land according to product shelf life, cost and delivery requirements.
• Coordinate with overseas suppliers, customers, freight forwarders, shipping lines, airlines, transporters and warehouse personnel.
• Prepare shipment schedules and closely monitor estimated departure and arrival dates.
• Ensure imported fruits arrive in suitable condition and within the required delivery period.
• Take immediate action regarding shipment delays, rejected cargo, damaged goods, temperature issues or missing documents.
• Coordinate export orders, product availability, packing, labelling, loading and dispatch.
• Maintain updated records for every import and export shipment.

2. Shipping and Trade Documentation

• Prepare, review and verify all required trade and shipping documents, including:Commercial invoicesPacking listsBills of lading or air waybillsImport and export permitsCertificates of originPhytosanitary certificatesHealth or inspection certificatesInsurance documentsCustoms declarationsDelivery ordersProduct specificationsOther documents required by the relevant authorities
• Ensure that product descriptions, quantities, weights, values, tariff classifications, origin details and consignee information are accurate.
• Confirm that original documents are received and submitted within the required timelines.
• Prevent discrepancies that may cause customs delays, additional charges, rejection or seizure of goods.
• Maintain a proper filing and document-control system for audits and regulatory inspections.

3. Customs and Regulatory Compliance

• Ensure compliance with applicable import, export, customs, food-safety, plant-health and trade requirements.
• Apply for and monitor the validity of required licences, registrations and permits.
• Liaise with Singapore Customs, the Singapore Food Agency and other relevant authorities when necessary.
• Ensure that all duties, taxes, fees and permit charges are correctly declared and paid.
• Monitor changes in import restrictions, export controls, tariff requirements and product regulations.
• Verify whether products require inspection, treatment, certification, sampling or quarantine clearance.
• Immediately report suspected non-compliance, incorrect declarations or prohibited goods to senior management.
• Cooperate fully with customs checks, inspections, audits and investigations.

4. Supplier and Customer Coordination

• Communicate with overseas suppliers regarding orders, prices, specifications, packing, shipping schedules and documentation.
• Confirm that suppliers meet the company's quality, food-safety and documentation requirements.
• Follow up with suppliers to prevent late shipments and incomplete or incorrect documents.
• Maintain professional relationships with international suppliers, buyers and business partners.
• Handle import and export enquiries, shipment updates, claims and operational disputes.
• Identify reliable alternative suppliers and logistics providers to reduce supply-chain risks.
• Assist management in negotiating prices, freight charges, payment terms and delivery arrangements.

5. Cold-Chain and Product Quality Management

• Ensure that fruits are transported, stored and handled at appropriate temperatures and under suitable conditions.
• Confirm that reefer containers, cold rooms and refrigerated vehicles are properly prepared.
• Monitor temperature records and investigate unusual temperature changes.
• Arrange inspections of incoming shipments for freshness, ripeness, damage, contamination, shortage and packaging condition.
• Document product defects and immediately notify the supplier, insurer or logistics provider.
• Coordinate survey reports, insurance claims, credit notes, product rejection or disposal when necessary.
• Take prompt action to minimise spoilage and commercial losses.

6. Freight and Cost Management

• Request and compare quotations from freight forwarders, shipping lines, airlines, hauliers and other service providers.
• Negotiate competitive freight rates and service terms.
• Monitor freight, insurance, storage, handling, permit, demurrage, detention and delivery costs.
• Prevent unnecessary charges caused by late documentation, delayed clearance or poor shipment planning.
• Check logistics invoices against agreed quotations and shipment records.
• Prepare landed-cost calculations and reports for management.
• Recommend more efficient routes, shipping methods and consolidation arrangements.
• Work within approved budgets and obtain authorisation for major or unusual expenses.

7. Warehouse and Delivery Coordination

• Coordinate with warehouse staff regarding shipment arrivals, unloading, inspection and storage.
• Provide accurate advance shipment information to the operations team.
• Ensure sufficient cold-room and warehouse space is available before cargo arrives.
• Arrange customs clearance, container collection, unloading and empty-container return within the permitted time.
• Coordinate deliveries to customers or transfers to other storage locations.
• Ensure quantities received or dispatched match the relevant documents.
• Investigate shortages, excess quantities, incorrect products and damaged cargo.

8. Risk and Problem Management

• Identify risks relating to suppliers, shipping delays, port congestion, customs clearance, exchange rates, product quality and political or weather disruptions.
• Prepare backup plans for urgent shipments and supply interruptions.
• Monitor high-risk or time-sensitive shipments closely.
• Escalate serious problems to senior management without delay.
• Investigate repeated documentation errors, clearance delays, product claims or additional charges.
• Implement corrective measures and prevent similar incidents from recurring.
• Protect the company's confidential supplier, customer, pricing and shipment information.

9. Team Management

• Supervise and train import/export coordinators, shipping assistants and administrative staff.
• Allocate duties and set clear deadlines for shipment documentation and follow-up.
• Review employees work for accuracy and completeness.
• Monitor staff attendance, punctuality, performance and compliance with company procedures.
• Conduct regular briefings on operational and regulatory requirements.
• Address negligence, repeated mistakes or failure to follow procedures.
• Maintain proper communication between purchasing, sales, accounts, warehouse and delivery teams.

10. Reporting and Accountability

• Maintain an updated shipment-tracking report showing shipment status, estimated arrival dates, permit status and outstanding actions.
• Prepare regular reports on:Import and export volumesFreight and logistics costsCustoms-clearance performanceShipment delaysProduct claims and lossesDemurrage and detention chargesSupplier and logistics-provider performanceDocumentation errorsRegulatory or compliance issues
• Report serious delays, penalties, rejected shipments, cargo losses or compliance breaches immediately.
• Provide management with accurate information for purchasing, pricing and operational planning.
• Carry out other reasonable duties assigned by the Employer according to business requirements.

Key Performance Indicators

The Manager's performance may be assessed based on:

• Accuracy and completeness of shipping documents
• On-time customs clearance and delivery
• Number of shipment delays or compliance failures
• Freight and logistics cost control
• Demurrage, detention and storage charges
• Product spoilage and cargo-loss levels
• Cold-chain compliance
• Permit and licence compliance
• Supplier and logistics-provider performance
• Successful handling of claims and disputes
• Accuracy of landed-cost calculations
• Timeliness and accuracy of management reports

Requirements

• Relevant experience in import/export operations, international trade, freight forwarding, food distribution or fresh-produce logistics.
• Good knowledge of customs procedures, permits, shipping documents and international transportation.
• Experience handling perishable or temperature-sensitive products is strongly preferred.
• Knowledge of fresh-fruit handling, shelf life and cold-chain requirements.
• Strong organisational, negotiation and problem-solving abilities.
• High attention to detail and accuracy in documentation.
• Able to manage several time-sensitive shipments simultaneously.
• Strong communication skills for dealing with overseas suppliers, customers and service providers.
• Proficient in email, spreadsheets, inventory systems and shipment-tracking systems.
• Able to work outside normal office hours when urgent shipments, customs issues or overseas communications require attention.
• Honest, responsible, disciplined and able to work with minimal supervision.

Authority and Responsibility

The Import & Export Manager is authorised to coordinate approved shipments and communicate with suppliers, customers, logistics providers and relevant authorities on behalf of the company.

Major purchases, unusual freight arrangements, settlement of claims, significant additional costs and changes to commercial terms must receive prior approval from senior management.

The Manager will be responsible for explaining avoidable losses, documentation errors, penalties, cargo delays, compliance failures and unnecessary logistics charges arising from negligence or failure to follow approved procedures.