Executive Logistics

Job Summary

The Export Documentation Executive will be responsible for the accurate, timely, and compliant preparation and processing of all documentation required for international export shipments. This role is crucial for ensuring smooth customs clearance, timely delivery of goods, and adherence to all national and international trade regulations. The ideal candidate must have meticulous attention to detail and a strong understanding of end-to-end export procedures.

Key Responsibilities

A. Documentation & Compliance (The Core)

Prepare, review, and process a complete set of export documents, including but not limited to:

Commercial Invoice (CI)

Packing List (PL)

Shipping Bill (SB) / Bill of Entry (BOE)

Bill of Lading (B/L) / Airway Bill (AWB)

Certificate of Origin (CoO)

Fumigation Certificates and other required health/quality certifications.

Ensure all documents are compliant with the importing country's regulations, Incoterms, Letter of Credit (LC) terms, and internal company policies.

Liaise with banks for negotiation and submission of documents under Letter of Credit (LC) and Documentary Collection (DP/DA) terms.

Maintain an organized filing system (physical and digital) for all export documentation, making it readily accessible for audits.

B. Coordination & Logistics

Coordinate with the Production and Sales teams to confirm shipping schedules, cargo readiness, and booking details.

Liaise with Freight Forwarders, Shipping Lines, CHAs (Customs House Agents), and Transporters for timely vessel/flight bookings, container stuffing, and customs clearance.

Track and trace shipments from the point of dispatch until final delivery and confirm proof of export/delivery.

Manage the issuance of shipping instructions and ensure accurate manifestation of cargo.

C. Regulatory & Financial

Process and follow up on applications for export incentives and schemes (e.g., RoDTEP, MEIS, etc., as applicable).

Coordinate with the Finance team to ensure timely collection of payments and submission of necessary documents for realization.

Handle queries and resolve discrepancies with Customs, DGFT, and other regulatory bodies.

Required Qualifications & Skills

Education & Experience

Bachelor's degree in Business, Logistics, Supply Chain Management, or a related field.

2-5 years of proven experience in export documentation, international trade, or freight forwarding, preferably within a manufacturing or trading environment.

In-depth knowledge of Incoterms 2020 and various shipping terms (FOB, CIF, EXW, etc.).

Experience handling Letter of Credit (LC) documentation is highly preferred.

Technical Skills

Proficiency in MS Office Suite (Excel, Word, Outlook) for tracking and documentation.

Familiarity with Customs EDI systems (e.g., ICEGATE in India) or similar national trade portals.

Knowledge of ERP systems (e.g., SAP, Oracle) for processing sales orders and invoices.

Core Competencies

Meticulous Attention to Detail: Absolute necessity for accurate document preparation.

Strong Communication Skills: Ability to effectively communicate with internal teams, external agencies, and international clients/buyers.

Problem-Solving: Ability to anticipate and resolve documentation or clearance issues quickly.

Time Management: Proven ability to manage multiple shipments simultaneously under tight deadlines.

Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Leave encashment
• Paid sick time
• Provident Fund

Work Location: In person