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 dailys…