Executive EXIM Pre-shipment Documentation

Job Purpose:

To ensure accurate and timely preparation of all pre-shipment export documentation in compliance with international trade regulations, customer requirements, and internal policies.

Role & responsibilities

1. Documentation Preparation & Accuracy

• Prepare commercial invoices, packing lists, shipping instructions, and other pre-shipment documents.
• Ensure documentation complies with buyer contracts, Incoterms, and country-specific regulations.
• Coordinate with production and quality teams for product specifications and inspection certificates.

2. Coordination with Internal & External Stakeholders

• Liaise with freight forwarders, CHA (Customs House Agents), shipping lines, and transporters for booking and documentation.
• Coordinate with banks for LC (Letter of Credit) documentation and submission.
• Communicate with buyers for document approvals and special requirements.

3. Compliance & Regulatory Adherence

• Ensure adherence to DGFT, Customs, and other statutory requirements.
• Maintain updated knowledge of export regulations, HS codes, and duty drawback schemes.
• Prepare and submit documents for pre-shipment inspection and certification (if applicable).

4. System & Record Management

• Maintain digital and physical records of all pre-shipment documentation.
• Update ERP or export management systems with shipment details.
• Track and report documentation status for each shipment.

5. Timely Execution & Shipment Readiness

• Ensure all documentation is completed and approved before cargo readiness.
• Monitor timelines to avoid delays in shipment due to documentation issues.
• Support logistics team in ensuring timely dispatch and container stuffing.

6. Audit & Reporting

• Assist in internal and external audits related to export documentation.
• Generate periodic reports on documentation status, errors, and compliance metrics.
• Identify and implement process improvements to reduce documentation errors.

Preferred candidate profile

• Graduate/Postgraduate in Commerce, International Business, or related field.
• 2 to 4 years of experience in EXIM documentation (preferably in pre-shipment).
• Knowledge of export procedures, Incoterms, LC documentation, and customs regulations.
• Proficiency in MS Office and ERP systems.
• Strong attention to detail and organizational skills.
• Good communication and coordination abilities.