Export Documentation Officer

The Exports Documentation Executive is responsible for preparing, managing, and verifying all documentation related to international shipments. This role ensures compliance with global trade regulations, facilitates smooth customs clearance, and supports timely delivery of goods to international clients.

Key Responsibility Areas (KRAs)

1.

Pre-Export Documentation Responsibilities

Order & Buyer Coordination

a. Receive confirmed export orders from merchandising or sales team.

b. Cross-check specifications, HS codes, country-specific document needs.

Proforma Invoice & Booking

a. Generate and share proforma invoices with clients.

b. Coordinate with CHA/freight forwarders for booking and stuffing schedules.

Export Labelling & Packing List Support

a. Ensure correct labelling instructions and packaging specs are followed.

b. Share pre-shipment packing list with warehouse and QA.

Shipping Instructions

a. Prepare and send shipping instructions to the forwarder/CHA based on PO terms.

Post-Export Documentation Responsibilities

Document Generation

a. Prepare commercial invoice, final packing list, bill of lading instructions, certificate of origin, etc.

Customs & Bank Compliance

a. Coordinate with CHA for shipping bill and customs clearance.

b. Submit documents to bank under LC or advance payment terms.

Dispatch & Sharing

a. Email scanned copies and courier physical documents to buyers.

b. Upload all documents to internal systems or portals as required.

Incentive & Compliance Support

a. Assist in documentation for DGFT and customs claims (RoDTEP, DBK, etc.).

b. Ensure adherence to export compliance norms (BIS, FTA requirements, etc.).

Archiving & Record-Keeping

a. Maintain organized filing (physical and digital) of all export documents.

• Support internal and external audits with timely document retrieval.

2. Coordination with Stakeholders

• Liaise with freight forwarders, shipping lines, and customs brokers to facilitate smooth transportation and customs clearance.
• Collaborate with internal departments such as sales, logistics, and finance to gather necessary information for documentation.

3. Compliance and Regulatory Adherence

• Stay updated on international trade regulations and ensure all export activities adhere to legal requirements.
• Assist in audits and maintain records for compliance verification.

4. Record Keeping and Data Management

• Maintain accurate records of all export transactions and documentation.
• Utilize digital tools and software for efficient document management and retrieval.

5. Issue Resolution

• Address and resolve any discrepancies or issues related to export documentation promptly.
• Communicate with relevant parties to rectify errors and prevent shipment delays.