Air Import Operations Assistant

Job Title: Air Import Operations Executive
Department: Airfreight Operations
Reporting To: Operations Manager / Airfreight Supervisor
Location: Changi Airfreight Centre, Singapore
Employment Type: Full-Time

Job Purpose

The Air Import OperationsExecutive is responsible for coordinating and managing air import shipmentsfrom pre-alert receipt through cargo clearance, terminal retrieval, warehousehandling, delivery, and final completion.

The role requires closecoordination with customers, overseas agents, airlines, cargo terminals,customs declarants, transporters, warehouse teams, and other service providersto ensure shipments are processed accurately, efficiently, and within the requiredtimelines.

The Executive is expected tomaintain full shipment visibility, prevent unnecessary storage or delays,ensure regulatory and documentation compliance, and provide timely operationalupdates to customers and internal stakeholders.

Key Responsibilities

1. Import Shipment Coordination

· Manage air importshipments from pre-alert receipt until final delivery or cargo release.

· Review shipmentdetails, airway bills, cargo manifests, commercial invoices, packing lists,permits, certificates, and other supporting documents.

· Confirm shipmentarrival details with airlines, cargo terminals, overseas agents, and customers.

· Monitor flightarrival, cargo availability, breakdown status, terminal release status, anddelivery requirements.

· Ensure shipmentinformation is accurately recorded in the company’s operating system,spreadsheets, and customer portals.

· Identify urgent,time-sensitive, AOG, NFO, temperature-sensitive, dangerous goods, valuable,oversized, or special-handling shipments.

· Prioritise shipmentsbased on customer requirements and operational deadlines.

2. Pre-Alert and DocumentationReview

· Review importpre-alerts and ensure all required documents are received before cargo arrival.

· Verify master airwaybill and house airway bill information, consignee details, shipment quantity,weight, dimensions, commodity, and handling instructions.

· Check documents formissing, incorrect, or inconsistent information.

· Request amendments oradditional documentation from customers or overseas agents where required.

· Ensure cargo is notdelayed due to incomplete or inaccurate documentation.

· Maintain properrecords of shipment documents and customer instructions.

3. Customs Permit andRegulatory Coordination

· Coordinate withcustoms declarants for the preparation and submission of import permits.

· Provide accurateshipment details, invoices, HS codes, values, Incoterms, and supportingdocuments for permit declaration.

· Check import permitdetails before cargo clearance and retrieval.

· Ensure permits arevalid and correctly matched to the relevant shipment.

· Coordinate permits forcontrolled, dutiable, taxable, temporary import, transshipment, or specialcargo where applicable.

· Escalate customs,licensing, valuation, classification, or documentation issues promptly.

· Ensure compliance withSingapore Customs, Free Trade Zone, aviation security, and other applicableregulatory requirements.

4. Cargo Terminal and AirlineCoordination

· Liaise with airlinesand cargo terminals regarding cargo arrival, availability, discrepancy, damage,short-landed cargo, missing cargo, or irregular shipment status.

· Retrieve and monitorarrival notices, delivery orders, electronic delivery orders, and cargo releaseinstructions.

· Coordinate terminalbookings, cargo collection slots, truck dock scheduling, and retrievalarrangements.

· Follow up on delayedbreakdown, cargo holds, airline clearance issues, or terminal system problems.

· Ensure cargo iscollected promptly to minimise terminal storage, demurrage, and other avoidablecharges.

· Escalate shipmentsapproaching free-storage expiry or operational deadlines.

5. Warehouse and TransportCoordination

· Coordinate cargoretrieval from cargo terminals and delivery to the company warehouse, customerpremises, or designated location.

· Provide clearinstructions to drivers, transport contractors, and warehouse personnel.

· Confirm vehiclerequirements, collection timing, cargo dimensions, weight, equipment needs, andaccess restrictions.

· Arrange appropriatevehicles for standard, oversized, temperature-sensitive, valuable, or specialcargo.

· Coordinate cargoreceiving, checking, breakdown, segregation, staging, storage, and releasewithin the warehouse.

· Monitor proof ofdelivery and ensure completed documents are returned promptly.

· Update customers andinternal teams on collection and delivery progress.

6. Cargo Condition andIrregularity Management

· Ensure cargo conditionis checked during terminal retrieval, warehouse receiving, and final delivery.

· Instruct drivers andwarehouse personnel to record visible damage, wet cargo, torn packaging,crushed cartons, broken pallets, loose wrapping, or quantity discrepancies.

· Arrange photographs,surveys, damage reports, discrepancy reports, or cargo inspection whererequired.

· Ensure damaged cargois not released without the necessary acknowledgement, approval, survey, ordocumentation.

· Notify customersimmediately of cargo damage, shortage, overage, misrouting, or otherirregularities.

· Maintain records forpotential claims, investigations, corrective actions, and customer reporting.

7. Customer Service andShipment Updates

· Provide timely andaccurate shipment updates to customers.

· Respond professionallyto customer enquiries regarding arrival, clearance, collection, delivery,storage, and documentation.

· Inform customerspromptly of delays, documentation problems, customs issues, cargo damage,terminal congestion, or additional charges.

· Provide proposedsolutions and recovery actions instead of only reporting problems.

· Maintain clear recordsof customer instructions and operational communications.

· Ensurecustomer-specific standard operating procedures and service requirements arefollowed.

8. Shipment Monitoring andException Management

· Maintain a dailyshipment monitoring list for all active air import shipments.

· Track shipments fromflight departure through arrival, availability, retrieval, delivery, andcompletion.

· Identify shipmentsrequiring immediate attention and escalate operational risks.

· Monitor cargofree-storage periods and avoid preventable storage charges.

· Follow up on pendingpermits, missing documents, unavailable cargo, unpaid charges, or outstandingdelivery instructions.

· Maintain visibility ofcargo remaining at terminals or in the warehouse.

· Escalate long-dwellingor uncollected cargo to management.

9. Cost Control and VendorCoordination

· Obtain and verifycharges from airlines, cargo terminals, transporters, warehouses, customsdeclarants, and other service providers.

· Ensure third-partycosts are supported by proper documentation.

· Check that additionalcharges are communicated and approved where required.

· Identify avoidablestorage, waiting time, failed collection, permit amendment, redelivery, orhandling charges.

· Assist with vendorperformance monitoring and service issue resolution.

· Ensure operationalcosts are correctly recorded for billing and profitability review.

10. Billing and Job FileCompletion

· Ensure all operationalactivities and chargeable services are correctly recorded.

· Provide complete jobcosting information to the finance or billing team.

· Verify charges forterminal handling, permits, transportation, storage, manpower, specialhandling, surveys, and other services.

· Ensure supplierinvoices are matched to the correct shipment.

· Close completed jobfiles promptly after delivery and receipt of all supporting documents.

· Maintain completerecords for billing, audit, customer disputes, and management review.

11. Reporting and RecordManagement

· Prepare daily, weekly,or monthly operational reports as required.

· Maintain records ofshipment volumes, delays, storage cases, cargo discrepancies, failedcollections, and delivery performance.

· File airway bills,permits, invoices, proof of delivery, photographs, terminal documents, andcorrespondence.

· Ensure records areorganised, traceable, and available for audits or investigations.

· Support management inreviewing service performance and recurring operational issues.

12. Safety, Security andCompliance

· Comply with companyprocedures, customer SOPs, aviation security requirements, Free Trade Zoneregulations, and workplace safety requirements.

· Protect confidentialcustomer, shipment, commercial, and security-related information.

· Report suspected cargotampering, document irregularities, security concerns, or unauthorised access.

· Ensure restricted orspecial cargo is handled only by authorised personnel.

· Participate in safetybriefings, operational meetings, training, audits, and corrective-actionreviews.

· Support compliancewith applicable certifications, licences, and industry requirements.

Key Performance Indicators

Performance may be measured against the following:

• Timeliness of cargo retrieval and delivery.
• Number of shipments incurring avoidable storage charges.
• Accuracy of shipment data and documentation.
• Permit and customs declaration accuracy.
• Customer update response time.
• Percentage of shipments completed within the required timeline.
• Number of missed collections, failed deliveries, or operational errors.
• Accuracy and completeness of proof of delivery and job files.
• Billing and job closure turnaround time.
• Handling of cargo damage and shipment discrepancies.
• Compliance with customer SOPs and regulatory requirements.
• Customer satisfaction and complaint levels.
  
  

Requirements

· Diploma, NITEC, HigherNITEC, GCE O-Level, or equivalent qualification in logistics, supply chain,business administration, or a related field.

· 1-3 Years Experiencein Air Import

· Fresh candidates withrelevant logistics training may be considered.

· Knowledge ofairfreight documentation, airway bills, delivery orders, import permits,customs clearance, and cargo terminal procedures is advantageous.

· Familiarity withSingapore Customs, TradeNet, Free Trade Zone, SATS, DNATA, or Changi AirfreightCentre operations is preferred.

· Proficient inMicrosoft Excel, Microsoft Outlook, and logistics operating systems.

· Able to communicateclearly and professionally in written and spoken English.

· Strong attention todetail and ability to manage multiple shipments simultaneously.

· Able to work underpressure and respond to time-critical operational situations.

· Willing to workovertime, weekends, public holidays, rotating shifts, or after office hourswhen operationally required.