At a Glance
- Tasks: Handle shipping paperwork and coordinate logistics for global deliveries.
- Company: Dynamic lighting company with a focus on accuracy and detail.
- Benefits: Gain valuable experience in logistics and shipping processes.
- Other info: Opportunity to learn and grow in a supportive environment.
- Why this job: Perfect for organised individuals who thrive on attention to detail and meeting deadlines.
- Qualifications: No prior experience needed, just a methodical approach and Excel skills.
The predicted salary is between 25000 - 30000 £ per year.
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 the 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.
What you'll do:
- 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.
What we're looking for:
- 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.
An advantage (but not required):
- 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.
Shipping & Documentation Clerk employer: Ricardo Lighting Co Ltd
Join a dynamic team in Hong Kong where meticulous attention to detail and a methodical approach are valued. As a Shipping & Documentation Clerk, you'll benefit from a supportive work culture that prioritises accuracy and reliability, with opportunities for professional growth in the logistics sector. Enjoy a collaborative environment that encourages learning and development, making it an excellent place for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Shipping & Documentation Clerk
✨Tip Number 1
Get your networking game on! Reach out to people in the shipping and logistics industry. You never know who might have a lead or can give you insider info about job openings. Plus, it shows you're proactive and keen!
✨Tip Number 2
Practice your interview skills! Think about common questions related to shipping and documentation roles. We recommend doing mock interviews with friends or family to build your confidence and refine your answers.
✨Tip Number 3
Show off your attention to detail! When you get the chance to meet potential employers, bring examples of your work or projects that highlight your organisational skills. This will help you stand out as a meticulous candidate.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, we love seeing candidates who take the initiative to connect directly with us.
We think you need these skills to ace Shipping & Documentation Clerk
Some tips for your application 🫡
Be Meticulous with Your Details:Just like in the role, we want to see your attention to detail shine through in your application. Double-check everything — from your contact info to your experience — to ensure accuracy.
Show Off Your Organisational Skills:We love a methodical approach! Structure your CV and cover letter clearly, making it easy for us to see how organised you are. Use bullet points and headings to keep things tidy.
Tailor Your Application:Make sure to align your skills and experiences with what we’re looking for in the job description. Highlight any relevant experience, even if it’s not directly in shipping or logistics.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates!
How to prepare for a job interview at Ricardo Lighting Co Ltd
✨Know Your Shipping Basics
Even if you don't have prior shipping experience, it's a good idea to familiarise yourself with basic shipping terms and processes. Brush up on what packing lists, commercial invoices, and air waybills are, as this will show your potential employer that you're proactive and eager to learn.
✨Showcase Your Attention to Detail
During the interview, be prepared to discuss examples from your past where your attention to detail made a difference. Whether it was in school projects or previous jobs, highlight how being meticulous helped you avoid mistakes and meet deadlines.
✨Excel Skills Matter
Since the role requires comfort with Excel, consider practising some basic functions and formulas before the interview. You might even want to mention any relevant projects where you've used Excel effectively, as this will demonstrate your capability and readiness for the role.
✨Communicate Clearly
As you'll need to liaise with various stakeholders, practice articulating your thoughts clearly in both English and Cantonese. If you have any experience communicating with clients or teams, share those stories to illustrate your communication skills and adaptability.
