Main responsibilities:

1. Bill preparation: Accurately prepare a full set of trade documents (including Proforma Invoice, Commercial Invoice, Packing List) ;

2. Customs and compliance: Responsible for Hong Kong import and export customs (TID), handling trade application documents, and ensuring compliance with customs and import and export regulations;

3. Logistics coordination: Contact freight forwarders (Forwarder) and courier companies (DHL/FedEx/UPS), arrange for booking, follow up on in and out of warehouse status and customs clearance progress;

5. System maintenance: Enter orders and inventory data in the ERP system in a timely manner, verify and archive related business documents.

Requirements

• Experience background: More than 2 years of international trade documentation experience, those with electronic components, semiconductors or IT hardware industry experience are preferred;

• Business knowledge: Proficient in Incoterms 2020, familiar with Hong Kong import and export trade procedures and relevant laws and regulations;

• Language skills: Fluent Cantonese and Mandarin, with good business English reading and writing abilities (need to handle full English invoices and emails);

• Skills tools: Proficient in MS Office (especially Excel formulas) and mainstream ERP systems;

• Personal qualities: Sensitive to numbers, with extreme attention to detail and sense of responsibility, able to cope with the fast pace and high response requirements of the electronic trading industry.

Job Description

We are looking for a meticulous and highly organized Documentation Specialist to join our team. The successful candidate will manage the full spectrum of import/export documentation and logistics coordination, specifically for high-value electronic components (Semiconductors, Servers, and Storage products), ensuring all cross-border trades are compliant and efficient.

Key Responsibilities

1. Documentation Management: Prepare and handle a full set of trade documents accurately, including Proforma Invoices, Commercial Invoices, and Packing Lists.

2. Customs & Compliance: Responsible for Hong Kong import/export declarations (TID) and trade license applications; ensure all operations comply with local customs and international trade regulations.

3. Logistics Coordination: Liaise with freight forwarders and express carriers (DHL/FedEx/UPS) for booking; track shipment status, and monitor customs clearance progress.

4. Trade Settlement: Handle banking documents and settlement procedures, including Letter of Credit (L/C) negotiation/checking, D/P, and T/T requirements.

5. System Maintenance: Perform timely data entry of orders and inventory into the ERP system; maintain systematic filing and archiving of trade records.

Requirements

• Experience: Minimum 2 years of experience in international trade documentation. Experience in Electronic Components, Semiconductors, or IT Hardware industries is highly preferred.

• Trade Knowledge: Proficiency in Incoterms 2020; solid understanding of Hong Kong import/export procedures and trade-related ordinances.

• Language Skills: Fluent in Cantonese and Mandarin. Strong command of written and spoken Business English is essential for handling international documentation and correspondence.

• Technical Skills: Proficient in MS Office (especially advanced Excel formulas) and experience with mainstream ERP systems.

• Attributes: Detail-oriented with a high degree of accuracy; strong sense of responsibility; able to work in a fast-paced environment with high-response demands.