Documentation Executive - Ocean Freight

Documentation Executive – Ocean Freight

Location: CBD Belapur

Department: Documentation / Operations

Reports To: Documentation Manager / Director

Job Overview

We are looking for a detail-oriented Documentation Executive with prior experience in ocean freight forwarding. The role involves preparing, managing, and verifying shipping and customs documentation for import/export shipments. The candidate must have sound knowledge of CHA processes, ICEGATE software, international trade compliance, and excellent coordination skills with shipping lines, transporters, and clients.

Key Responsibilities

• Preparation of Documents
• Prepare and verify Bill of Lading (BL), Shipping Instructions, Commercial Invoices, Packing Lists, COO, and other trade documents.
• Ensure accuracy and compliance with INCOTERMS, Letters of Credit (LC), and customs regulations.
• Coordination & Communication
• Liaise with clients, shipping lines, CHA, overseas agents, and transporters for smooth execution of shipments.
• Follow up with shipping lines for BL release, draft approvals, and confirmations.
• Coordinate with CHA for customs clearance documentation.
• Compliance & Record Keeping
• Ensure timely filing of SI (Shipping Instructions), IGM/EGM, Advance Filing Rules (AFR), VGM submission etc.
• File and track Shipping Bills and Bills of Entry through ICEGATE.
• Maintain proper records of all documentation as per company policy.
• Stay updated with DGFT, Customs, and Shipping Line notifications.
• Operational Support
• Assist the operations team in cargo planning, vessel schedule tracking, and shipment status updates.
• Support customer service team with shipment-related queries.

Key Skills & Competencies

• Strong knowledge of ocean export/import documentation.
• Familiarity with CHA formalities and customs processes.
• Mandatory: Hands-on experience with ICEGATE software for filing and tracking.
• Good communication & coordination skills with stakeholders.
• High attention to detail and ability to work under pressure.
• Proficiency in MS Office (Excel, Word, Outlook).
• Knowledge of ERP / logistics software will be an added advantage.

Qualifications & Experience

• Graduate in Commerce / Logistics / International Trade or related field.
• 2–5 years of experience in documentation within a freight forwarding / shipping / CHA firm.
• Knowledge of sea freight operations is mandatory (air knowledge will be a plus)

Job Types: Full-time, Permanent

Pay: ₹300,000.00 - ₹360,000.00 per year

Benefits:

• Health insurance
• Provident Fund

Work Location: In person