Export Import Documentation Executive - Garment Export

Key roles and responsibilities

Pre-shipment documentation

• Order processing:

   Receive and process export orders from overseas buyers, verifying all terms and conditions.

• Preparation of commercial documents:

   Create essential documents such as the commercial invoice, packing list, and declaration forms.

• Banking procedures:

   Handle banking requirements, including managing Letters of Credit (LC), Bills of Exchange, and following up on Bank Realization Certificates (BRC).

• Customs coordination:

   Communicate with Customs House Agents (CHA) to prepare the shipping bill and ensure customs clearance is handled properly. 

Post-shipment documentation

• Courier management:

   Arrange for the prompt couriering of original shipping documents to the buyer and inform them of the tracking number.

• Record keeping:

   Maintain accurate records of all export files and shipping documents for audits and future reference.

• Logistics coordination:

   Work with freight forwarders and shipping lines to track shipments and ensure goods are delivered on schedule.

• Payments and incentives:

   Pursue timely payments from buyers and handle documentation for government export incentives and schemes, such as drawback and RODTEP claims. 

Import management (raw materials)

• Sourcing:

   Facilitate the procurement and import of raw materials and trims, such as fabrics, that are used in garment production.

• Import documentation:

   Prepare and verify import-related documents like the Bill of Entry.

• Regulatory compliance:

   Ensure all import activities comply with the customs regulations of the destination country. 

Operational coordination

• Stakeholder liaison:

   Act as a central point of contact, coordinating with overseas buyers, suppliers, banks, customs officials, and logistics partners.

• Problem-solving:

   Address and resolve any discrepancies or issues that arise with documentation or shipments.

• Inventory management:

   Collaborate with internal departments to track inventory and ensure adequate stock for manufacturing orders. 

Required skills and qualifications

• Educational background:

   A bachelor's degree in a relevant field like Logistics, International Business, or Supply Chain Management is often required.

• Industry experience:

   Hands-on experience in import-export operations, particularly within the apparel or fashion industry, is highly valued.

• Documentation proficiency:

   Strong attention to detail and accuracy when preparing commercial invoices, packing lists, and other trade documents.

• Regulatory knowledge:

   In-depth knowledge of international shipping regulations, customs procedures, and trade compliance (e.g., DGFT and ICEGATE in India).

• Communication skills:

   Excellent written and verbal communication abilities to effectively liaise with various internal and external parties.

• Technical skills:

   Proficiency in standard software, such as MS Office, and familiarity with specific export/import software or ERP systems.

• Organizational skills:

   The ability to manage multiple shipments and deadlines effectively is crucial for this fast-paced role.