Shipping & Documentation Clerk

We are looking for a careful, organised clerk to handle the shipping paperwork and coordination that gets our finished lightings from our Hong Kong warehouse to clients around the world.

Prior shipping or logistics experience is not required, but preferred. Our freight forwarders handle majority of the transport arrangements. What matters most is accuracy, attention to detail, and the discipline to follow each shipment through to completion. This role suits someone who is methodical, comfortable with paperwork and Excel, and dependable with deadlines.

• Receive packing lists from our factory and check them carefully for accuracy — quantities, dimensions and measurements — before a shipment proceeds.
• Prepare shipping documents for each order: delivery orders for local Hong Kong deliveries, and packing lists and commercial invoices for overseas shipments.
• Gather any missing details needed to ship — delivery address, contact person, and shipping terms (air or sea; delivery included or excluded).
• Confirm payment status with the Accounts department before instructing the warehouse to release goods.
• Book shipments with our freight forwarder by providing the documents, package dimensions and volume; the forwarder arranges the transport and clearance.
• Prepare air and sea freight cost estimates for the sales team or clients, using past shipment records and current rates from the forwarder.
• Collect the air waybill or bill of lading from the forwarder once goods have departed.
• Submit export declarations through the government system (Tradelink) within the required 14‑day window.
• Prepare country‑specific documents where required (e.g. Certificates of Origin / Form
  
  E) and arrange cargo insurance.
• Assist with customs clearance by supplying supporting documents (goods value, certificates, test reports) when requested.
• Liaise with Accounts Department on freight bills and monthly forwarder statements for payment.
• Keep shipping records and tracking spreadsheets accurate and up to date.

• Meticulous attention to detail and a methodical, organised way of working.
• Reliability with deadlines and the diligence to see each shipment through to the end.
• Comfortable with Microsoft Excel and general office/computer work.
• Good written and spoken English and Chinese (Cantonese; Mandarin an advantage) — to communicate with our China factory, overseas clients and forwarders.
• Willingness to learn shipping documents and systems on the job.

• Any exposure to export/import documentation, Certificates of Origin, Tradelink, or ERP systems such as Odoo.
• Previous experience in an administrative, clerical, order‑processing or customer‑service role.